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Roadmap

Planning and logistics software for large events

Less time planning. Fewer things going wrong.

Roadmap replaces the spreadsheets, email threads, and shared drives that departments use to request materials — so planning takes less time, the numbers are right, and the people running the event know what’s actually happening.

Tell us about your eventSee how it works

Not ready for that? Just send me the overview

Two catalog items as a department head sees them — a padded folding chair sold by the case of four, and a folding table sold each — each with a picture, its unit of measure and an Add to cart button, and no prices anywhere
What a department head sees: real units, and no prices
Multi-venue
zones, gates and docks on a real map
Dozens
of departments asking at once
Thousands
of items on one shared list
Deadlines
that don’t move

Four things that go wrong on every event

You either recognise all four immediately, or this is not for you.

01

Nobody knows the real total.

Every department has a list. No two are in the same format. Nobody can say what the event actually needs until it’s too late to negotiate.

02

Approval is invisible.

Requests get argued over in email. Approvals live in someone’s sent folder. Six weeks later nobody can say what was agreed.

03

Procurement negotiates blind.

Buying twelve departments’ worth of the same item in twelve separate orders costs more than buying it once.

04

Nothing adds up afterward.

What was planned, what was ordered, and what arrived are three different numbers in three different places.

A planner seen from behind at a desk, working through a long spreadsheet on a monitor with a laptop open beside it

How it works

The four that matter. All six, in order, on the product page.

asked forsubmitscutapprovesapprovedunapprove, revise — as many rounds as it takes
One request, negotiated in place. Every round changes the same object, so there is never a second copy to reconcile and nothing downstream has to be rebuilt by hand.
  1. 1step

    Set up the event and its venues

    Addresses become pins on a map, with the zones they belong to and the spaces inside them. Gates and docks go on by hand, because only you know which one the trucks actually use.

  2. 2step

    Departments request what they need

    Pictures, units, quantities, and a list they send when they are ready. It works like shopping, so nobody has to be trained on it.

  3. 3step

    Planners negotiate and approve

    Cut a quantity, strike a line, approve the rest. One decision, and everyone is looking at the same current answer.

  4. 4step

    Procurement gets one list

    Everything approved across the whole event, totalled per item and per currency. Three departments asking for the same table is one line to negotiate, not three orders.

The plan will change. That's normal, not a failure.

You went back to spreadsheets because spreadsheets let you do anything. The worry is not that this won't work — it's that it will get in your way when things change, and things always change.

Two people leaning over a paper map on a table, one pointing at a route, with mugs and a packet of biscuits pushed to the edge

No stale versions.

Requests get argued over, cut, restored, and re-approved. In spreadsheets and email every round leaves someone holding an out-of-date copy, and the purchase list gets built from whichever file was closest to hand. Here there is one current answer at all times, however many rounds it took.

Changing your mind is free.

Unapprove, revise, approve again. Nothing downstream breaks and nothing has to be rebuilt by hand.

And the ordinary things, said plainly

The plan is current the moment someone changes it

Not overnight, not after someone re-exports a sheet. The next person to look is looking at the change.

One set of numbers, read at different heights

The request a department head raised, the queue a planner works and the list procurement negotiates from are the same data seen from different distances. Nothing is re-keyed between them, so no total quietly disagrees with another.

The crew chief on the loading dock is holding a phone

And that’s fine. Receiving at gate 3 works one-handed, standing up, in a venue.

One coordinator can run what used to take three

Because the consolidating and the chasing were the job, and those are the parts that go away.

Your event cannot lose its data

Full export in an open format at any time. Details are in the security page, written for your reviewers.

WCAG 2.1 AA

Keyboard navigable, visible focus, labelled fields, tested contrast. Public-sector buyers ask, so we say it plainly.

Roadmap venue overview on a phone: the venue's map, transit points and local time on one screen

Who this is not for

Saying this plainly costs us nothing and saves you a call.

  • Single-venue events, and permanent facilities.
  • Teams under roughly twenty people.
  • Anyone who needs this live next month.
  • Anyone whose plan is already frozen — under twelve months out is usually too late.

Tell us about your event

Five fields. If it's the right fit we'll say so, and if it isn't we'll say that too.

So we can call — once, at a time that suits you.
Or the kinds of events you work across, if it’s more than one.
Anything else that would help?optional — expand ▾
You’ll hear back within one business day.

I read every one of these myself. If your event is a fit I'll tell you what I'd do first; if it isn't, I'll tell you that instead.

Or reach us directly
hello@roadmap.events

Not ready to be contacted? Just send me the overview — email only, nothing else.