Professional Conference Organisers juggle competing timelines, stakeholders, and session details—across multiple venues, days, and often continents. With so much on the line, clarity and control are key. Circolo is built from the ground up to serve this complexity, bringing precision, visibility, and speed to every step of the planning journey.
Managing a multi-day conference with 10+ tracks, 30+ speakers, 500+ attendees, and a dozen vendors? Traditional spreadsheets and static schedules quickly fall apart.
Common Conference Managers Pain Points:
Fractured communications across platforms and emails
Inaccurate or outdated run sheets
Manual budget tracking and vendor invoice overload
Late speaker updates or AV gaps
No real-time attendee visibility
1. Run Sheets That Evolve in Real Time
Plan plenaries, breakouts, and social functions down to the minute
Live-update capabilities keep all event teams: logistics, production, front-of-house, catering, AV, and content in sync and responsive as plans evolve.
Multi-track support lets each room or session have its own flow
2. Speaker & Vendor Coordination Without Chaos
Assign tasks and deadlines to all stakeholders. From speakers and sponsors to vendors, venue staff, and internal teams. For everything from bios and headshots to logistics, signage, and deliverables
Onboard vendors with task visibility and clear scope notes
Keep all contacts and logistics in one shareable, secure place
3. Guest Management That Scales
Collect dietary requirements and custom RSVPs
Segment attendees by role: VIPs, sponsors, delegates, media
4. Budget Visibility from Planning to Postmortem
Set and monitor spend across venues, catering, tech, and more
Upload quotes/invoices, tag spend categories
Assign budgets per event, client, or campaign
5. One Platform for Multi‑Event, Multi‑Client Management
Switch between events seamlessly in your dashboard
Set granular access: clients see what you want them to, not internal tasks
CIRCOLO wasn’t built by generic project managers. It was designed by people who’ve stood behind lecterns, managed back-of-house AV, and coordinated international conferences.
Key Benefits:
Time savings from repeatable templates and auto-notifications
Reduced risk with centralised communication and checklists
High trust delivery to clients, sponsors, and venues with transparency
Scalable growth across your portfolio without added admin burden