Keep your events, tasks, vendors, and communication all in one place. With Freelem, you can see the status of every event.
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Tasks, deadlines, and supporting documents at a glance
Costs Under Control
an overview of financial and personnel expenses
Everyone knows what to do
no frantic trying to figure out who's in charge of what
Emails, Google Tasks, spreadsheets, sticky notes. By the time you figure out where you stand with an event, half the day has flown by. In Freelo, every event has its own place—in a project that brings together tasks, deadlines, files, and discussions.
Eight projects, hundreds of deadlines. You forget about one of them and end up dealing with it at the last minute before the event. Freelo keeps track of your schedule and deadlines for you, across all your events.
Design briefs in one email, client changes in another, and production questions in a third. No organization, no structure. Hold discussions directly within the task so you know where to find everything and who’s handling it.
This is exactly what the sports agency RAUL! (Jizerská 50, Běhej lesy) was dealing with. Since switching to Freelo, they’ve seen an 80% reduction in internal emails.
The dashboard shows you your work in progress across all events. When someone asks you how things are looking for the next race, meet, or festival, you don’t have to call around your colleagues. Just open the overview to see what’s done, what’s in progress, and where you’re falling behind. You can also edit or reschedule tasks right there in the overview. It’s the perfect way to start your day.
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Every event has dozens of deadlines. And what about when several are happening at once? In Freelo, you can view tasks as a Gantt chart (Timeline) and instantly see the dependencies and conflicts between all events. You’ll see what needs to be done first, what the rest depends on, and where two events are competing for the same people. You plan ahead—you don’t have to scramble a week before the event.
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Switch your project to Kanban and keep track of what hasn’t started yet, what’s in progress, and what’s done. You can name the columns, for example, Idea → In Preparation → With the Vendor → Pending Client Approval → Ready for Launch → Invoiced. You can see the status of the entire project in a second, and no one has to keep checking their email.
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Most events are recurring. The same race, the same conference—just a different year. Save the event as a template with everything included: to-do lists, tasks, and best practices. You can set up the next edition with a single click. And thanks to stopwatch timing, you’ll also know exactly how much work each event actually took. No copying—nothing gets left out.
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You can get your first event up and running in just a few minutes. Create a project for the event, break the work down into to-do lists and tasks, add deadlines, and invite your team. You can start from scratch or use a template that automatically populates the event details. Then all you have to do is steer the process.
Yes, and it’s free. Designers, producers, external collaborators, and clients only join the projects that concern them—they don’t see anything else in Freelo. Communication with them then takes place directly within the task, not via email.
Yes, that’s exactly what it’s designed for. Each event is a separate project, and you can see them all at once in the Dashboard and on the Timeline. This lets you keep track of scheduling conflicts and staff availability across events—so you won’t end up with two events requiring the same colleague on the same day.
You can manage crisis communication all in one place. Instead of a flood of emails, you assign tasks with deadlines, and the whole team can immediately see who’s responsible for what. RAUL! uses this approach even when races are canceled due to weather.
Yes. You can use a stopwatch to track the time spent on each task and the entire event, and Freelo will calculate the costs based on that. Once the event is over, you’ll know how much it actually cost you and whether you stayed within budget. Learn more on the time tracking page.
Most teams get up and running on their own within a few days. RAUL! implemented Freelo on its own in two months, and today 100% of the team uses it. Czech support from real people and a free, customized online demo will also help.
You don't have to wonder where to start. We’ve prepared a project template for event organizers—a single to-do list divided into phases, from preparation to final accounting. Copy the text block below, open a project in Freelo, select Add To-Do List → Add More Elements…, and paste the block. The template will automatically break down into phases (tasks) and steps (subtasks). Then customize it for your event, and you’ll be able to get every subsequent year’s event up and running with a single click.
= To-Do list, který dá eventovkám vítr do plachet ⛵️ Příprava a koncept - Vyjasnit zadání s klientem (cíl, KPI, termín, místo, cílovka) - Nastavit rozpočtový rámec - Sestavit tým a rozdělit role - Připravit harmonogram příprav Rozpočet a smlouvy - Připravit kalkulaci a nabídku - Odsouhlasit rozpočet s klientem - Podepsat smlouvu s klientem - Nasmlouvat dodavatele Místo a technika - Zajistit lokaci (rezervace, prohlídka, plánek rozmístění) - Zajistit techniku (zvuk, světlo, projekce) - Vyřídit povolení, pojištění a BOZP - Objednat catering a ubytování Dodavatelé a produkce - Zadat grafiku (vizuál, tiskoviny, bannery) - Objednat tisk a výrobu - Sladit harmonogram dodávek - Sestavit produkční plán Marketing a registrace - Spustit event web / registrační formulář - Rozeslat pozvánky - Naplánovat příspěvky na sociální sítě - Hlídat počty registrací Scénář dne D - Sestavit minutový scénář (run of show) - Rozdělit role a kontakty na place - Připravit checklisty (stavba, úklid, bourání) - Projít krizový plán (počasí, výpadky, náhradník) Den D – realizace - Stavba a příprava místa - Registrace účastníků - Řízení programu podle scénáře - Předání a úklid prostoru Po akci - Vyúčtování a fakturace - Vyhodnotit KPI a sesbírat zpětnou vazbu - Poděkovat týmu, dodavatelům a klientovi - Uložit poznatky jako šablonu pro příště
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