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5 out of 5 stars
Contractors and Crew
Conference Pro provides all the tools you need to manage contractors and operational teams efficiently, from onboarding and scheduling to access control, communication, and post event reporting. Keep conference operations running smoothly with everything in one centralized conference management platform.
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5 out of 5 stars
Features
Customized Forms
Collect everything you need from conference contractors in advance with structured contractor management workflows.
- Gather crew names along with access levels, catering needs, and arrival schedules
- Upload health and safety documents, insurance, invoices, and job specific details directly to each contractor profile
- Manage equipment and service requests such as trolleys, carts, or technical gear
- Send site or venue inductions and follow-up forms to approved contractors and crew members
Features
Assigning Accreditation
Easily assign badges and access credentials to contractors and crew to control who can enter specific conference areas.
- With flexible, role-based permissions and integrated passes, your operational teams can access the right spaces securely and efficiently.
- Upload photos or headshots for conference badges and identification.
- Store contractor documents, certifications, and role details directly within each profile.
Features
Build and Break Schedules
Map out your full conference setup and teardown schedule with Conference Pro’s production and logistics calendar.
- Assign tasks to contractors and operations teams, allocate resources, and track progress before the event.
- Plan room setups, exhibitor move-in, and breakdown activities in advance.
- View daily or weekly calendar overviews and filter by task type, team, or conference area.
Features
Scheduling and Task Assignment
Create detailed conference logistics schedules and assign tasks by role, room, or time.
- Share schedules via individual or bulk email, downloadable PDFs, or live links so every contractor and staff member knows their responsibilities and timing.
- Drag and drop tasks to adjust dates or times instantly.
- Reuse schedules year to year to save time on conference planning.
- Filter task lists and send mass email or SMS updates to assigned contractors and teams.
Features
Exporting and Bookmarking Contractor Info
Quickly export contractor and staff contact details, roles, and shift data or create saved views for easy reference.
- Ideal for reporting, briefings, and fast access to conference operations teams on the go.
- Export all insurance, induction, or liability documents in one action for compliance or incident response.
- Manage contractor budgets and quotes within your conference management platform.
Features
Meal Ticket Reporting
Easily manage and report on meals provided to conference contractors and operational crew.
- View meals requested by type (breakfast, lunch, dinner, or breaks)
- Track meals redeemed and forecast future usage rates
- Access meal allocation breakdowns by type and date to ensure teams are catered appropriately
- Charge contractors based on meals allocated, consumed, or unused
- Provide real-time catering requirement feeds to venue or kitchen teams
