Coordinate Big Events

Thousands of details. Twelve people. One tool.

2014 NCAA Final FourPopulous coordinates hundreds of people and thousands of details to plan the biggest sporting events. The twelve-person event management team uses Smartsheet to always stay connected, on the court and on the go.

Populous Case Study

272 Vendors & Contractors
20 Stadium Operations Staff
12 Event Coordinators

“We relied on over 200 vendors. Making sure others did their job was the only way we could succeed.”

The logistics involved in large scale events like the Final Four are ever changing. Completing over 2,000 tasks on game day and coordinating over 160 deliveries required the Populous team to find a tool to simplify their work and reduce the hours spent chasing critical details.

Every Detail Matters

272 Vendors
2,099 Tasks
160 Deliveries Coordinated
 

The Goal: One Tool to Simplify Work “We simply had so many activities going on, and were looking for a better way to keep track of everything and keep the entire team up to date.”

On-the-Go Access

Project Collaboration in Smartsheet

On-the-Go Access

Successful event coordination involves multiple touch points and dynamic workflows. Populous needed a collaborative solution for a team on the move and anytime anywhere access for phones and tablets.

Streamlined Operations

Project Collaboration in Smartsheet

Streamlined Operations

Logistics management was a combination of email, Excel worksheets, phone calls and Word documents. A single platform would simplify operations, save time, and reduce deadline risks.

Understandable from the Start

Project Collaboration in Smartsheet

Understandable from the Start

With 272 vendors and contractors, it was necessary to find a tool that would be easy for all vendors to understand and to use without training.

Event Management on a Global Stage with Smartsheet

“We felt that we needed to find a cloud-based project management tool that was very easy to use, could be updated and viewed in real-time by outside vendors, could send large files electronically without crashing the entire system, and could serve as a repository for important documents.”

Event Coordination on Mobile

Project Collaboration in Smartsheet

Event Coordination on Mobile

  • Vendor information in one location
  • Spreadsheet-like simplicity
  • Access and send documents on all devices
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Organized Stadium Operations

Project Collaboration in Smartsheet

Organized Stadium Operations

  • Receive automatic alerts
  • Report and share daily milestones
  • View details summarized in dashboard
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Ease of Use

Project Collaboration in Smartsheet

Ease of Use

  • Collaborate with spreadsheet-like simplicity
  • Connect attachments to details for added context
  • Store vendor information in one location
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272 Vendors & Contractors
20 Stadium Operations Staff
12 Event Coordinators

Smartsheet Usage to Support NCAA Final Four 2014

Vendor Management
272 Vendors & contractors managed
453 Sheet Views in 11 months by event coordinators, vendors & contractors
Stadium Operations
2,099 Tasks coordinated cover 5 day event
5,073 Delivery schedule views by event coordinators & vendors
3,606 Schedule updates by event coordinators & vendors
48 Vendor contracts & related documents managed

Coordinate Your Event

Use the same tools that helped Populous manage one of the largest events in the world.

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