How One Event runs 400 events a year across 14 offices
One Event delivers travel, accommodation and event management for clients across more than 10 countries, with over 70 staff working from 14 offices. In 2025 they ran more than 400 events.
Those two facts sit uneasily together. An event is a coordination problem with a hard deadline: venues, suppliers, travel, accommodation, headcounts and a client who reasonably expects one point of contact who knows everything. Multiply that by 400 in a year, then distribute the people handling each piece across 14 offices and a spread of time zones, and the difficulty stops being any individual event and becomes knowing the state of all of them at once.
When that coordination lives in email threads and spreadsheets, the honest answer to "where are we on this" depends on who you ask and when they last checked. Information exists, but it exists in the person who has it. Leadership gets a picture of the operation by requesting one, which means the picture is always a description of last week.
What we built
monday.com became the place the work actually lives, connected to the tools the team already used rather than replacing them. The system has three layers.
The first is the operational structure itself: events, suppliers, venues and clients as connected records, so a change in one place is visible everywhere it matters. An event is not a document that someone owns. It is a record that the people working on it share.
The second layer is automation, and there is a lot of it. More than 100 native monday.com automations handle the routine movements: status changes that trigger the next task, assignments that route work to the right office, notifications that fire when a deadline approaches or a supplier confirms. On top of those sit 27 custom Make.com scenarios covering the work monday cannot do natively, which is typically anything crossing between systems.
The point of that volume is that the coordination happens whether or not anyone remembers to do it. A confirmation from a supplier updates the event, notifies the coordinator and moves the task without a person acting as the messenger.
The third layer is visibility. Eight dashboards give leadership a live view across offices, events and workload, drawing directly from the operational data rather than from anything anyone assembles.
Reporting, specifically
Reporting was the clearest single change, and it is worth putting in concrete terms.
Producing the weekly reporting pack had been a manual job: pulling numbers from several places, checking them, formatting them into something readable, and doing it again the following week. Rebuilt as dashboards drawing on live data, that work now takes 4 hours and 17 minutes less every week.
Across a year that is 223 hours. More than five full working weeks, recovered from a task that produced no client value and had to be repeated regardless.
Results
- 67% increase in productivity
- Over 50% improvement in communication efficiency
- 4 hours 17 minutes saved every week on reporting, around 223 hours a year
- 400+ events delivered in 2025
- 14 offices working from the same live information
The invoicing system
One Event later asked us to solve a related problem. Invoicing ran on a mixture of Google Sheets, Excel and Word, which made it slow and concentrated in the few people who knew how it worked. We built them a monday.com invoicing system connected to Dropbox, and it took a month.