Event Management

Mobile App Concept

Event Coordinator’s Vendor Communication Tool

UX Design, 2017

The ultimate goal for this project was to design a mobile app that allowed event organizers to manage tasks that required a great deal of coordination between multiple external teams, e.g., caterers, interior decorators, audio-video technicians, lighting engineers, and more.

Since the market is extremely saturated with to-do lists, this app needed to be tailored to an event coordinator’s bespoke needs. In addition, there were multiple challenges that would need to be understood: vendors not on the application, issues arising, communication, and so forth.

During my design process, I conducted user interviews to discover unmet customer needs. I was then able to decipher that most people used self-created templates in Google Drive to manage all the bits of coordinating an event. Therefore, we made sure that the task lists per category were always templated. Also to make it simple, I created several user and task flows to be able to set up a rhythm of what how an event coordinator worked.

For this project, I constructed:

  • Proof of concept
  • User research
  • User and task flow
  • UX design
  • UI design
  • Atomic Sketch component library

Creating a Project

Wireframe Stage

Users stressed that they wanted to stay within budget and generate revenue. So, I included them in the tasks for creating a project; there are simple definitions of the event’s goals. In addition, specific tasks can be added to any goal at any time.

In a future iteration, a dashboard with metrics in respect to the goals would be created in a similar style for an event overview. The thumbnail images are all placeholder images.

Event List

As mentioned previously, the event list was intended to make sure that a first-time user could be easily guided through all of the steps in an event creation.

The steps included but were not limited to: planning, vendors (focus of design), speakers, other operations (coordination), promotional swag, preflight, and day of operations.

Each task would have a separate tag that would auto-complete after you’ve finished certain tasks. The tags included: unconfirmed, confirmed, deposit paid, operations, approved operations, and day of flight. The progress bars would also reflect the status of each task. They would then be reflected in the metrics overview as well.

Add a vendor

Most event coordinators already have their go-tos for vendors so adding a new vendor would simply be adding a new contact to their contact information and marking it as a vendor.

This is where a user can set as many contact details when creating a vendor.
I also proposed adding a few extra third-party vendors of popular applications. This was intended for increasing the monetary value through affiliate marketing.

It has the same UI as adding a project, for a quick build and consistency.

Create a vendor task

Since not all vendors will be users of the event management app, the app supports external third-party messages.

When a user sends and receives third-party messages, they will be able to choose from any of the methods that their contact details are in. The messages will be sent via whichever chosen platform they prefer.

Vendor Communications

Each message sent to the vendor will also have instructions on how to respond so tasks can autocomplete if they have done so.

Communications (mainly email) will also include invites in their footer to join the application with incentives to become official vendors to take part in affiliate marketing.


UI Components and Styling

I created a quick and simple UI language for this. It is relatively simple and very bold. The mobile application is based out of Material principles. The general color theme is simple and the tags are where the pops of color are maintained. It is also very focused on typography as a main asset of the visual design language.