The central command centre for your event team
Press events, conferences, sports events or red-carpet appearances all have one thing in common: dozens of photographers, videographers, technicians and other crews need to be in the right place at the right time. VAULO Events brings your entire team under one roof, so you always know who's deployed where.
Why events fail on poor staff coordination
Event coordination is more complex than it looks from the outside. An analysis by SchedulingKit (2026), which evaluates data from Capterra among other sources, shows how much friction sits in the coordination — and how many teams still plan with spreadsheets.
8.4
vendors and crews have to be coordinated per event on average
14 h
is what planners spend on scheduling alone
73 %
of scheduling conflicts come down to simple misunderstandings
47 %
of event planners still rely on plain spreadsheets
67 %
report a missed deadline has already caused a serious problem
83 %
wish for better technology to manage multiple event schedules
The situation is compounded by a persistent skills shortage in the industry: in the US alone, the leisure and events industry is currently looking to fill 1.6 million open positions. If you work as an organiser or press team with a network of freelancers and rotating crews, you simply can't afford chaos in communication any more.
Sources: SchedulingKit (2026) based on evaluated Capterra user data; PCMA on open positions in the leisure and events industry.
Everything in one place
VAULO Events was built for exactly this problem — as the central hub for every person, location and schedule around your event.
Assign crews & roles flexibly
Set up any job title you need — photographer, videographer, VJ, technician and more — and assign them to your team members with flexible timing. One person can take on multiple roles at different times, exactly the way it works in practice.
Map locations and sub-locations
Define your location, such as a hotel, and the rooms or areas beneath it, so every deployment site is clearly assigned — whether that's a conference hall, backstage area or press centre.
Everything live in the dashboard
See in real time who's deployed where, which sessions are coming up next and which are already done. Switch between table and board view — whichever way your team prefers to work.
Push notifications with status feedback
New assignments go straight to your colleagues' phones via push. They confirm with predefined statuses like "Assignment accepted", "On site", "Transferring data" or "Assignment complete" — so everyone on the team can always tell who's doing what, where and when, with no one having to chase it down by phone.
Polls for short-notice arrangements
Whether it's a food order for the team or a quick question about who can take on an extra assignment at short notice — built-in polls get you answers without messaging everyone individually.
Less coordination, more event
The effect of structured, digital staff coordination is backed by evidence too — from the same evaluation of Capterra user data cited above.
−38 %
less planning time with integrated event management platforms
−28 %
fewer scheduling conflicts with centralised schedule tools
- Less time on the phone and in WhatsApp groups, because responsibilities, status and next steps are visible to everyone.
- Less friction between crews, because assignments to people, roles and locations are maintained in one place — instead of spread across someone's head, a calendar and a spreadsheet.
- A more professional presence in front of clients, press and partners, because delays and misunderstandings become rarer.
- A team that can focus on the actual job instead of spending its energy on coordination.
Source: Evaluation of Capterra user data, SchedulingKit (2026).
Who is VAULO Events a good fit for?
VAULO Events is built for anyone organising events with rotating teams made up of multiple crews.
Press departments and communications teams
At conferences and political events — when material is created during the event and needs to be distributed immediately.
Marketing and event agencies
With rotating freelancer pools of photographers and videographers, reassembled for every assignment.
Organising committees
For sports and cultural events with multiple parallel locations and sessions.
At the Munich Security Conference the new VAULO version with built-in event management ran live for the first time. After four intense days of continuous use I can honestly say: it is a real game changer for events of this scale.
Plan your next event with VAULO Events
Tell us how your team coordinated at your last event — we'll show you how crews, locations and schedules map onto VAULO Events.