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Too many spreadsheets, and no single source of truth.
Players, teams, crew and staff travel from 125 countries to every event. Before GAMEPLAN, the information behind all of that lived in Google Sheets, lots of them, and nobody could say for sure which one was the master. As the sheets grew they slowed down and broke, and every question about who was arriving, where they were staying or what it cost took longer to answer.
Attendee coordination and crew builds were done by hand. Checking visa documents took a lot of people, and a single mistyped name could derail a visa application or a flight booking. Travel data was fragmented, there was no accurate view of true spend, and matching bookings to the attendee list for shuttle reports was slow, painful work.
Meet people where they work, then move them forward.
We started by working alongside the team to understand the problem. Our first version asked everyone to work in GAMEPLAN directly, and that turned out to be the hard part: many users were understandably wary of leaving a process they knew.
So we changed course. Instead of asking people to switch overnight, we built features that made the move feel safe, and let GAMEPLAN take over the work as confidence grew.
Spreadsheet auto-sync
Teams upload the sheets they already maintain, and GAMEPLAN keeps its records up to date from them.
Automatic PNR matching
Travel booking data matches itself to attendee profiles, so nobody reconciles by hand.
Booking progress dashboard
A clear view of who has registered, booked and been ticketed, well before the event.
Hotel vouchers in bulk
The rooming list generates each attendee’s hotel voucher and sends them all out automatically, in one go.
ID document capture
Traveller details are read straight from a passport or ID to pre-fill the registration form, and the attendee confirms them. Fewer keystrokes, far fewer typos.
Live flight status
A connected live flight-tracking feed tracks real-time arrival and departure status for every inbound and outbound traveller flying in the next 24 hours.
Registration built for team events
Esports runs on teams as much as individuals, and a standard registration tool treats everyone the same. So we built three configurable registration flows, each with its own email templates.
Secured individual link
Each crew member registers through their own secure link.
Group registration
A team rep registers the whole team and sees every member in one session, even when handling several teams. Before, every team member needed their own link.
General public
For other attendees and extra entourage who sit outside each team’s budgeted travel and accommodation.
Every flow also captures what a traditional registration system leaves out, such as clothing sizes, so there is no follow-up spreadsheet to chase.
Entered once. Used by every team.
Each attendee’s details are captured once at registration, then the same record moves through every team that needs it, at the same time rather than one after another.
- 1
Attendees register
Their details are read from their ID document to pre-fill a form built for that event, and they confirm everything is correct.
- 2
The visa team gets what it needs
Essential information for visa processing is available to them automatically.
- 3
The travel manager plans rooms
From the same data, they forecast room needs and assign attendees to hotels and rooms. The rooming list then generates hotel vouchers and sends them to attendees in bulk.
- 4
Bookings go to the travel agency
Traveller information is pushed to the agency when it is ready to book.
- 5
Confirmed travel flows back
Booking data returns to GAMEPLAN, showing progress and who has yet to be ticketed.
- 6
Shuttles run on live flight status
Real-time flight arrival and departure status for the next 24 hours feeds shuttle reporting directly, so ground teams react to delays as they happen.
We went from a mountain of spreadsheets to one platform, across 15,000 attendees and 125 countries. All our stakeholders are up to date, and the data quality and reporting are a game-changer.
Real-time cost visibility, from each event to the whole company.
Work that used to be spread across Google Sheets, standalone registration forms and separate travel and shuttle reports now runs from one workspace. The difference shows up at every step.
separate trackers, now in one place
of event bookings matched to attendees automatically
Across the events running right now. Every booking that doesn’t match is flagged, so the gap works as a safeguard: it surfaces booking errors and missing details from the travel feed before they become problems on the ground.
Cost by event, as it happens
The team sees what each event is costing while it is still being planned, not weeks after it ends.
Policy visibility for leadership
One dashboard brings internal and event travel together, so senior stakeholders can see what is in or out of policy.
Next: from sourcing straight into the event.
Now in testing: venues and room blocks sourced in GAMEPLAN hand over automatically to the event workspace, connecting the journey from choosing a hotel to managing who stays in it.