How to Efficiently Manage Events within Koshof?

A Comprehensive Practical Guide from Planning to Closure

Introduction

Successful event management goes beyond just booking a venue and coordinating schedules; it is a comprehensive project that integrates budgeting, procurement, inventory, marketing, sales, operations, and maintenance, all under precise financial and operational control. Koshof provides a unified platform that connects operational and executive units, managing the entire event lifecycle from concept to final report with consistent data, clear permissions, and a well-controlled approval workflow.

What is Event Management in Koshof?

An event in Koshof is a unified operational entity linked to:

• Planning and Projects: Tasks and responsibilities
• Finance: Budget, cost items, commitments, invoices, collections
• Procurement: Bid evaluation, purchase orders, payments
• Inventory and Logistics: Equipment booking, issuance and returns, batch/serial tracking
• Sales: Tickets/sponsorships, sales orders, invoicing
• Maintenance (CMMS): Site assets/equipment, preventive maintenance, equipment servicing, work orders
• Analytics: Unified dashboards for profitability, attendance, and operations

All of this is managed from a single event record with role-based permissions and full audit trails.

Event Lifecycle within Koshof

Planning and Approval

• Define the event: name, date, venue, capacity, objectives, and audience
• Create a cost center/project linked to the event
• Prepare a budget with line items (venues, hospitality, marketing, security, contingency)
• Approval workflows for budget and financial limits
• Outputs: “Preliminary” event + “Approved” budget

Supplier and Procurement Management

• Classify suppliers (venue, hospitality, AV, security, printing, transport)
• Automated bid comparison (price, terms, SLA, delivery date)
• Issue purchase orders linked to budget items and payment schedules
• Outputs: clear financial commitments, confirmed delivery dates

Sales, Tickets, and Sponsorships

• Define ticket categories: early bird, regular, groups, partners
• Activate sales channels: landing page, POS, reseller partners
• Invoices for sponsorships and electronic payment links for tickets
• Real-time reports: sales rate, capacity occupancy, collections

Marketing and Registration Management

• CRM synchronization to convert leads into participants

Logistics and Inventory

• Book and prepare equipment: stages, screens, cables, giveaways
• Inventory issuance requests and delivery/receipt records
• Track batches and serials for sensitive devices and manage post-event returns

Maintenance and Readiness (CMMS)

• Register assets: venue, generators, sound/lighting systems, alarms
• Preventive maintenance before/during the event, safety checklists
• Immediate work orders for faults, recording technician hours and spare parts
• Outputs: Ready-to-Run readiness report

Event Day Operations

• Entry points with QR ticket scanning and real-time verification
• Operations dashboards: attendance, occupancy, faults, task status
• Incident management: instant work tickets, team notifications, response time tracking

Post-Event: Settlement and Closure

• Reconcile ticket and sponsorship sales, issue final invoices
• Bank payment matching
• Equipment inventory and returns reconciliation
• Profitability reports by event, channel, and ticket number
• Document lessons learned and close the cost center