Events Management QueenslandSmart EventFlow: Major Events Partner Portal
Task
Events Management Queensland (EMQ) is a major events company working alongside the Queensland Government. It stages the Gold Coast Marathon and the Pan Pacific Masters Games among others, and each event depends on a long list of partner organisations, from the state sporting bodies that run each sport at the Games to venues and suppliers. Every partner has forms to complete, documents to read and deadlines to meet, and EMQ’s event team has to know where each of them is up to.
EMQ wanted one place to manage that work across all of its events. Code Brewery took Smart EventFlow from scoping through design and build to launch, and now hosts and supports it.
Outcome
From one central portal, EMQ can manage several events at once, and each event team sees only its own partners, tasks and documents.
Partner organisations have a login of their own. They see the tasks assigned to them, fill in forms such as the venue and event planning form for their sport, upload what is asked for and submit it for review. EMQ staff approve the submission or return it with a note, and every step is recorded against the task.
The task matrix puts every partner against every task on one screen. A sport that has fallen behind shows up there while there is still time to help it catch up.
Key features delivered:
- Core tasks issued to every partner automatically, plus ad hoc and individual tasks for selected organisations.
- Task forms with conditional fields, so each partner answers only the questions that apply to them.
- A message board with mentions of people and tasks, and a live chat widget in both the staff and partner portals.
- A shared document library and a list of useful links for each event.
- Email and in-app notifications when a task is assigned, approved or returned.
- Separate staff and partner logins, with access limited to the events each person works on.
Technology
React, TypeScript, Node.js, Express, PostgreSQL, Drizzle ORM, AWS S3, Microsoft Azure
4.9 
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