How to create one source of truth for an event

Keep the objective, headcount, schedule, locations, supplier contacts, commercial status, accessibility needs, and deadlines in one record. Link out to detailed files instead of copying them. Give every item a status so uncertainty is visible.

Contributors can own their area, but confirmed information should not be open to everyone. Log who approved meaningful changes so settled questions are not reopened.

Organisers need operational depth, finance needs costs, suppliers need delivery details, and attendees need a simple schedule. Those views can come from the same plan. In the final week, check that every guest message still matches it.