Event producers: one portal for decks, vendors, timelines, and approvals

If you run events or experiential activations, you’ve seen it: the deck in email, assets in Drive/Dropbox, timelines in Sheets/Smartsheet, vendor PDFs in another thread, and approvals sprinkled across Slack. Version confusion creeps in, and “Is this the final run-of-show?” becomes a weekly question.

Clortal gives you and your client one portal link per project—deliverables, approved files, messages, a timeline/calendar, and a clean path to sign-off. Clients don’t need another login.

Why the usual mix breaks down

Email approvals get buried; the final “yes” is hard to find.
Shared folders sprawl; clients open the wrong signage file or outdated deck.
Chat feedback is quick but disappears in scrollback.
Spreadsheets track dates, but stakeholders don’t know where to find the latest files.
PM tools are for your team; clients don’t want that complexity.

Result: slower approvals, vendor delays, and last-minute fire drills.

What clients (and stakeholders) actually need

A deliverables checklist with clear statuses.
A single place to see only the approved files (decks, renders, signage PDFs, permits).
Simple comments in context (Starter+).
A timeline/calendar for milestones, load-in/out, rehearsals, and go-live.
One secure link they can share internally.

That’s the portal.

How Clortal maps to an event workflow

Deliverables & milestones

Turn your plan into clear deliverables: Creative deck v1/v2, Vendor shortlist & contracts, Venue plan & floor plan, Signage proofs, AV spec, Staffing schedule, Permits/COIs, Run-of-show, Rehearsal, Show day, Post-event report. Track status; clients always know where things stand.

Approved files only

Upload PDFs/images (decks, signage, floor plans) or link out (Drive/Dropbox/Canva/Looker Studio). Toggle Approved to expose client-ready versions—keep WIP internal.

Messages & file comments (Starter+)

Keep feedback on the project or on specific assets (e.g., “Change the sponsor logo on Panel B”). Decisions don’t hide in email.

Activity log & notifications (Starter+)

Automatic record of uploads, approvals, and status changes. Optional email nudges (e.g., “Run-of-show updated; please review”).

Timeline/Calendar view

Show key dates at a glance: approvals due, ship dates, delivery windows, load-in, rehearsal, show, load-out, and report delivery.

Branding

Your logo and colors theme the portal—reassuring for clients and sponsors.

One shareable portal link

No client accounts. Revoke or expire the link anytime.

10-minute setup blueprint

Create your organization and add your brand (logo + accent color).
Add the client (name + email).
Create the project (e.g., ACME Summit — Main Stage & Expo Booth).
Add deliverables with dates:
- Creative deck v1 (due: Oct 10)
- Vendor shortlist (due: Oct 12)
- Venue & floor plan (due: Oct 14)
- Signage proofs (range: Oct 16–18)
- AV spec & rehearsal plan (due: Oct 20)
- Staffing schedule (due: Oct 21)
- Permits/COIs (due: Oct 22)
- Run-of-show (due: Oct 23)
- Load-in (Oct 24)
- Show day (Oct 25)
- Load-out (Oct 26)
- Post-event report (due: Oct 30)
Upload/link assets: PDFs for decks/floor plans, signage PDFs/PNGs, AV spec, staffing XLS, permits, Looker/GA4 links for performance.
Approve items ready for client eyes.
Share the portal link with stakeholders.
Switch to the Timeline/Calendar view once dates are in.

Weekly habit: post a short “What shipped / What’s next / Client action” note in Messages so decisions are obvious.

Sample activation template (3-week sprint)

Week 1
- Creative deck v1 — In review
- Vendor shortlist — Approved
- Venue & floor plan — Approved
Week 2
- Signage proofs — Round 1 approved
- AV spec — Approved
- Staffing schedule — Approved
- Permits/COIs — Submitted
Week 3
- Run-of-show — Final approved
- Load-in — Oct 24
- Show day — Oct 25
- Load-out — Oct 26
- Post-event report — Due Oct 30

Clients open one link and see the plan, the right files, and what you need from them.

Keep your internal tools—add a clean client layer

Internal layer (for your team)

Use it for: task boards, vendor management, budgets, chat
Typical tools: Asana/Trello/Monday, Google Drive/Dropbox, Slack/Teams, Smartsheet

Client-facing layer (Clortal)

Use it for: deliverables & statuses, approved decks/signage/ROs, high-level updates, sign-off, timeline
Tool: Clortal portal (one shareable link)

You’re not replacing your stack—you’re eliminating the chaotic client surface.

FAQs

Can clients comment or request changes?

Yes on Starter+: project messages and file-level comments keep feedback in context.

Where do large files live?

Wherever you prefer—Drive/Dropbox/WeTransfer/Canva. Link them, and expose only Approved items in the portal.

Can we control who sees sponsor assets?

Yes—keep WIP internal; approve sponsor-facing files when ready. You can also split into sub-projects if stakeholders differ.

Does Clortal handle schedules?

Add dates to deliverables. Use the Timeline/Calendar view for load-in/rehearsal/show windows.

Post-event reporting?

Upload PDFs or link dashboards. Add a “Post-event report” deliverable and mark Approved when final.

Try it on your next activation

Create the project, add deliverables with dates, upload or link your assets, and send the portal link. Expect faster sign-offs—and fewer “latest deck?” emails.

Start free → clortal.com