What is an event playbook?

An event playbook is a reusable task list for one kind of chamber event, such as an annual gala, a golf outing or a ribbon cutting. Each task has a phase, an owner, support people, a note that says when it counts as done, and a due date counted in days before or after the event. When you plan the next one, you apply the playbook and every task lands on that event with real dates.

What happens if the event date moves?

One button shifts the due dates of every open task to match the new event date, so nothing has to be re-entered by hand.

Will staff and volunteers get flooded with email?

No. Each person gets one notice when a playbook gives them tasks, then the usual reminder on each task's due date.

New in Chamber Culture CRM

Plan the gala once. Run it every year.

Event Playbooks turn the checklist in someone's head, or in a spreadsheet nobody can find, into a reusable plan. Every task has an owner and a due date counted from event day. Apply it to the next event and the whole team sees what is due, what is late and what is theirs.

See it in the live demo How it works

The Chamber Culture CRM staff dashboard for the Riverside demo chamber, with an event playbook tile showing its progress, the next task due and links to open the checklist.

How it works

Four steps, and next year is already planned.

Your best event coordinator's memory, written down where the whole team can use it.

Build the playbook

One list per kind of event. Start from scratch, import the spreadsheet you already use, or save an event's tasks as a playbook.

Start it on an event

Pick an event you already have, or create the event in the same step. Every task lands with a real date, counted from event day.

Everyone knows their part

Each owner gets one notice, then a reminder on each due date. The Tasks board filters to Overdue, This week and Mine.

Watch it come together

The dashboard shows a tile for each running playbook: progress, what is due next, and what is overdue.

Not a mockup

This is it, working.

Every screen below is the live product running on our Riverside demo chamber. Open the demo and click through it yourself.

An event playbook tile on the Chamber Culture CRM staff dashboard, with a progress bar, the next tasks due and their dates, and Open checklist and Tasks board links. — Every running playbook, right on the dashboard

An event's Tasks tab in Chamber Culture CRM: one shared checklist grouped by phase, with an owner and due date on every task and Overdue, This week and Mine filters. — One shared checklist for the event, grouped by phase

Built for how chambers really run events

Small staff, lots of volunteers, no dropped balls.

Most chamber events are run by two or three people and a committee. A playbook makes sure the sponsor asks go out in March, not May, and that the new hire knows exactly what happens six weeks out.

Phases, owners and support people on every task, plus a "done when" note so nobody has to guess.
Due dates counted from event day, such as 60 days before or 3 days after, so the plan works for any date.
The event moved? One button shifts every open due date to match.
Tick it off where you work. An owner ticks their own task on the Tasks board; a chamber admin can tick any.
Help when you need it, with a "How playbooks work" panel in the app and a step-by-step help article.

Example: Annual Gala playbook

90 days outConfirm the venue and sign the contract
60 days outSend sponsor packages to last year's sponsors
30 days outOpen ticket sales and announce to members
7 days outFinal headcount to the caterer
3 days afterThank-you notes to sponsors and volunteers

An illustration of how a playbook reads. Yours holds your own tasks.

Why it matters

When your event person leaves, the event should not leave with them.

Chambers lose years of know-how every time a coordinator moves on. A playbook keeps it. The next person opens the gala playbook, starts it on this year's date, and every step, owner and deadline is already there.

Questions

The short answers

Can we bring in the checklist we already use?

Yes. Import your spreadsheet, or save an event's tasks as a playbook for next time.

What if the event date moves?

One button shifts every open due date to the new date.

Will people get flooded with email?

No. One notice when they get tasks, then a reminder on each due date.

Who can mark a task done?

The person it is assigned to, and any chamber admin.

Try it on our demo chamber

Open the live demo See pricing

Included in every Chamber Culture CRM plan.