About this project
A scalable, automation-driven Airtable platform powering workforce management, compliance, contracts, and live accreditation for large-scale events.
Client Type: Large-scale Event Management Company (Festivals & Live Events)
Role: Airtable Consultant & Solution Architect
Status: Delivered & Ongoing Support
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Overview
I designed and built an end-to-end Airtable-based platform to manage the operational backbone of a large event organisation. The solution supports 300+ people across multiple roles and ensures compliance, efficiency, and real-time visibility before and during live events.
The system replaced fragmented spreadsheets and manual processes with a single, trusted source of truth, tailored specifically for the fast-paced nature of live events.
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Tech Stack
Airtable – Core operational database, workflows, approvals, and accreditation master
Airtable Forms – Conditional logic, mandatory field capture, and structured onboarding
Cognito Forms – Health & safety inductions and compliance declarations
Zapier – Automation engine for contracts, bulk emails, and system integrations
PDF Automation – Dynamic generation of personalised employment contracts
Email Automation – Confirmation emails, contract distribution, and status notifications
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People & Workforce Management
A unified system to manage everyone involved in delivering the event:
Core Crew
Volunteers
Suppliers & Vendors
Artists & Performers
Each group is managed within Airtable using role-based structures while remaining connected to a central accreditation master dataset.
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Smart Data Collection & Approvals
Custom-built Airtable forms were created to capture accurate, complete, and compliant data:
Conditional logic to show only relevant questions
Mandatory field validation to prevent incomplete submissions
Capture of critical information including:
Dietary requirements
Passport / ID documents
T-shirt & cap sizes
Parking & access requirements
Approval workflows were implemented, triggering automated email confirmations once records were reviewed and approved.
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Health & Safety Compliance Integration
To meet strict health and safety requirements:
Integrated Cognito Forms for mandatory inductions and compliance declarations
Automated matching of Cognito submissions back to Airtable records
Ensured no individual could be approved or accredited without completing required inductions
This significantly reduced manual checking and compliance risk.
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Contract Generation & Digital Signing
I implemented a fully automated contract generation process:
Generated 300+ personalised employment contracts in PDF format
Dynamic contract wording and hourly rates based on role and crew type
Bulk contract distribution via email
Automated receipt and tracking of signed contracts
This was achieved using Airtable + Zapier, eliminating days of manual admin work.
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Ticketing & External Platform Integration (Flicket)
To support ticketing and access control, I designed an Airtable-to-Flicket integration workflow:
Prepared structured Airtable datasets for Artists, Core Crew, Volunteers, Suppliers, and Vendors
Implemented business approval checkpoints to ensure only authorised records were eligible for ticket creation
Designed data extracts and file structures fully compatible with Flicket’s upload requirements
Worked directly with Flicket engineers to configure, test, and troubleshoot uploads
Enabled reliable bulk ticket generation while maintaining data integrity and auditability
This ensured ticketing remained accurate, controlled, and aligned with operational approvals.
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Accreditation & Gate Access Control
A central Accreditation Master Table was built to support live event operations:
Single search interface for Crew, Volunteers, Suppliers, Vendors, Artists
Used at event gate entry points to:
Instantly verify accreditation status
Allow or deny access in real time
This improved security, reduced delays at entry points, and increased confidence for on-ground teams.
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Ongoing Support & Optimisation
Beyond initial delivery, I continue to provide:
Ongoing support and maintenance
Enhancements based on live-event learnings
Workflow optimisation before each new event
Rapid issue resolution during critical event periods
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Outcomes & Value Delivered
Single source of truth for all event personnel
Significant reduction in manual administration
Improved compliance and audit readiness
Faster onboarding and contract turnaround
Real-time access control during live events
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Why This Matters
This project demonstrates my ability to:
Design scalable Airtable architectures
Integrate Airtable with external platforms
Automate complex, high-volume workflows
Deliver mission-critical systems for live environments
If you’re running complex operations and need a system that just works—I build solutions that teams trust under pressure.
