PlanBrite is an AI-powered workspace built for professional event producers. Think of it as supercharged spreadsheets - your budget, workback schedule, vendor tracker, creative assets, production items, and run of show all living in one place and talking to each other.
What PlanBrite does
You describe your event - using a brief, a document upload, or a short conversation - and PlanBrite builds your foundational planning documents in seconds. From there, every piece of your event is connected. Change a budget line and your timeline knows. An approved creative asset flows into your production matrix. Your hot sheet surfaces what's at risk before anything falls through the cracks.
The core idea: Your budget is the center of gravity. Everything else - timelines, vendors, creative assets, production items, the run of show - orbits around it. PlanBrite enforces that structure so nothing gets missed.
Your 10-tab workspace
Budget
AI-generated, version-controlled budget with categories and line items
Timeline
Workback schedule reverse-engineered from your event date
Run of show
Day-of schedule: load-in, event, and load-out phases
Vendors & call sheet
Vendor CRM with a built-in formatted call sheet view
Creative matrix
Track every design asset from brief to final approval
Production matrix
Track every physical item from order to installation
Hot sheet
Real-time health dashboard across all tabs
Wallace AI
Your AI copilot - ask questions, make edits, get suggestions
New here? Start with these
1
Understand the philosophy
Read The Event Universe first. It explains why PlanBrite is structured the way it is - and makes everything else click.
2
Create your first event
Go to Getting started and walk through the AI generation workflow step by step.
3
Check your hot sheet daily
The Hot sheet tells you what needs attention across every tab - no digging required.
Start here
The Event Universe
Every event is a universe. It has a center of gravity - the budget - and everything else orbits it. Vendors, timelines, creative assets, production items, logistics: they only make sense when tethered to a dollar amount. PlanBrite is built around this truth.
Core principles
If it doesn't have a dollar amount attached, it's just a nice idea
Producers start with budgets because the budget is the mechanism that turns abstract concepts into executable plans. PlanBrite puts your budget first, always.
The brief is your north star
Before a single number is entered, PlanBrite asks you to define the event. That brief becomes the foundation every AI generation pulls from. If it's not in the brief, it's not in the plan.
Everything is connected
Creative assets link to production items. Budget categories drive timeline tasks. Vendor lead times become your deadlines. Cross-tab linking keeps it all in sync.
The hot sheet surfaces what's at risk
You shouldn't have to dig through ten tabs to know what needs attention. The hot sheet aggregates critical items, upcoming deadlines, and pending approvals into one view.
Close the loop with reconciliation
After the event, compare planned spend to actual spend line by line. Every future event is smarter than the last. Your production history becomes your competitive advantage.
Start here
Getting started
Creating your first event takes about two minutes. You describe the event - PlanBrite's AI builds the foundational documents. Here's exactly what happens.
Step 1 - Create an event
From your dashboard, click New event. Enter the conversational form - or upload an existing brief (PDF, Word, Excel, CSV, or a Google Sheets link). PlanBrite reads the brief and extracts: event name, date, type, location, budget range, and attendance.
Tip: The more detail in your brief, the better your generated documents will be. Even a rough paragraph beats a blank form.
Step 2 - AI generates your foundation
1
Budget
Categories and line items generated from your event type and scale. Pricing comes in the next step.
2
Timeline
A workback schedule built from your event date and budget items, with tasks, lead times, and due dates.
3
Vendors
Vendor categories created from your budget, with status tracking and contact fields ready to fill.
4
Run of show
A day-of schedule drafted from your timeline and vendors, organized into load-in, event, and load-out.
Step 3 - Price your budget
Your initial budget shows $0.00 for unit prices - this is intentional. Once you've reviewed the line items, click Create High Budget or Create Low Budget. This triggers a second AI pass that researches market rates and populates realistic price ranges.
Why two steps? Separating structure from pricing lets you confirm what line items actually belong in your event before pricing anything. Far more accurate results.
Your workspace
Budget
The Budget tab is the center of your event universe - a spreadsheet-style workspace with categories, subcategories, and line items that is fully editable, version-controlled, and connected to every other tab.
Remember: All unit prices start at $0.00. Click Create High Budget or Create Low Budget to trigger AI pricing based on market rates.
Budget versions
Primary budget
Your working, living budget - linked to your timeline, vendor list, and run of show.
High budget
AI-generated market-rate high estimates. Useful for initial client proposals or worst-case planning.
Low budget
AI-generated conservative estimates. Useful for tight-budget scenarios or negotiation anchors.
Auxiliary budget
A free-form version for add-ons, sponsor contributions, or alternate scenarios.
Editing
Every cell is editable inline. Drag-and-drop to reorder line items. Add or remove categories at any time. Undo / Redo keeps a 50-item history.
Approval workflow
Line items move through Draft → Pending → Approved or Rejected. Submit specific items for client sign-off - a clean approval trail without email back-and-forth.
Contingency: Always add a 10–15% contingency line. Something always comes up on event day. Build the buffer in before it's needed.
Your workspace
Timeline
The Timeline tab is your workback schedule - the tool that makes or breaks an event. Start with your fixed event date and reverse-engineer every task that needs to happen before it.
Rule of gravity: Vendor timelines become your deadlines. PlanBrite builds tasks based on what your budget says you're buying - so you never miss a vendor lead time.
Task management
Status tracking
Each task tracks: Not started, In progress, Complete, or Overdue. The tab header shows a live overdue counter.
Drag-and-drop reordering
Drag tasks to reprioritize within a phase. Sort order saves automatically.
Cross-tab linking
Timeline tasks link to budget line items. Update a linked budget item and the timeline receives a proposal - you approve before anything changes.
Undo / Redo
50-item edit history. Ctrl+Z or the toolbar buttons.
Your workspace
Run of show
The run of show is your day-of master document - capturing everything from the first vendor's arrival to the last box leaving the venue, broken into three phases.
The three phases
LOAD-IN
Load-in
Setup, vendor arrivals, AV checks, decor installation, venue walkthrough. Everything before guests arrive.
EVENT
Event
Doors open through program end. Guest arrival, programming cues, speaker transitions, entertainment, meals.
OUT
Load-out
Strike, vendor departures, venue return inspection, final wrap tasks.
Multi-day events
PlanBrite supports multi-day runs of show. Each day gets its own numbered section with all three phases. The AI drafts the full structure; you refine the timing and details.
Pro tip: Walk the path of a guest in your head before finalizing. Is there dead space between the front door and the main room? Does the first human interaction happen too late? Use the run of show to close those gaps.
Your workspace
Vendors & call sheet
The Vendors tab is your vendor CRM and call sheet builder in one - two views, one place. Track every contact, their status, and generate a print-ready call sheet for event day.
Vendor tracking
Contact info
Name, company, email, phone, and website. Invite vendors as collaborators directly from their record.
Category
Auto-generated from your budget. AV, catering, signage, staffing, entertainment - whatever your event needs.
Status
Track each vendor: Pending → Contacted → Quote Received → Approved → Confirmed → Declined.
The four things you need from every vendor
1
The quote
Does it match your budget, or do you need to negotiate?
2
Their timeline
What are their lead times? When do they need assets from you?
Certificate of Insurance - ensures you're covered if a vendor damages property or causes injury.
The call sheet view
Toggle to Call Sheet view inside the Vendors tab for a formatted day-of document including: event date, venue address, parking access, check-in location, crew call times, door/show/strike times, weather, closest hospital, meal break schedule, special instructions, and all contacts grouped by team section.
Export tip: Export the call sheet as PDF and share with your crew the morning of the event.
Your workspace
Creative matrix
The Creative Matrix is where every design asset for your event is tracked - from initial brief through final approval and into production. It's the bridge between your creative team and your production vendors.
Asset categories
Graphic design
Posters, menus, invitations, printed collateral.
Digital screens
LED slides, motion graphics, digital signage - assets that display on screens.
Signage & wayfinding
Directional signs, banners, step-and-repeats, and branded environmental graphics.
The status workflow
Briefed
›
In Progress
›
In Review
›
Needs Revisions
›
Approved
›
Final
The progress tracker at the top of each category shows how many assets are complete (X of Y).
Push to production matrix
When an asset reaches Approved or Final, a push arrow appears on the row. Click it to send the asset directly to the Production Matrix - the artwork file link carries over automatically.
The flow: Creative Matrix tracks the design. Production Matrix tracks the physical object. The push keeps them connected without duplicating your work.
Collaborator access
Invite your designer or agency as a Creative role collaborator. They get access to the Creative Matrix and Production Matrix without touching your budget or timeline.
Your workspace
Production matrix
The Production Matrix tracks every physical item from approval to installation - what it's made of, who's making it, when it ships, and how it gets installed.
What it tracks
Core info
Category, subcategory, item name, description, and creative notes.
Financial
Quantity, unit cost, total cost (auto-calculated). Push items directly to the Budget tab - no manual re-entry.
Logistics
Status, assigned vendor, vendor link, and tracking number for shipped items.
Specs
Material, dimensions, finish, hardware, and install notes. Everything your vendor and install team need in one row.
Artwork file link
Linked from the Creative Matrix. When an asset is pushed from creative to production, the artwork file link comes with it.
Stage backdrops, scenic walls, large-format signage, custom builds. Includes hardware and install specs.
G
Premiums & giveaways
Branded merchandise, tote bags, swag - tracked with unit costs and quantities for budget accuracy.
Add to budget: Once you have a confirmed production cost, use Add to Budget to create a linked budget line item.
Your workspace
Hot sheet
The Hot Sheet is your command center - a real-time health dashboard that aggregates critical information from every tab in your event workspace. Instead of checking ten tabs, check the Hot Sheet once.
Where to find it: The Hot Sheet lives in the Hub tab of any event.
Five health cards
On track
Budget
Spend vs. plan, pending approvals, and overdue items.
Needs attention
Timeline
Overdue tasks, upcoming deadlines, and completion rate.
On track
Vendors
Unconfirmed vendors, missing COIs, and status gaps.
At risk
Creative
Assets in review, assets overdue, and approval blockers.
On track
Production
Items ordered, items pending install, and missing specs.
What the hot sheet surfaces
What needs attention
Critical and high-priority items from all tabs in one list - with severity badges and comment counts.
Approvals & decisions
All pending approvals from Budget, Creative Matrix, and Production Matrix - with submitter name and wait time.
Who needs to act
Action items tagged by role: CLIENT, INTERNAL, VENDOR, CREATIVE. Know who is blocking what without chasing emails.
Risks - next 7 days
Upcoming deadlines within 7 days, color-coded by urgency with countdown badges.
What changed
A recent changelog of all activity across the event - who did what and when.
Daily habit: Open the Hot Sheet at the start of every working day. Click any item to jump directly to the relevant tab and row.
Your workspace
Other tabs
Beyond the core workspace tabs, PlanBrite includes additional views worth knowing about.
Overview
Your event dashboard. Budget totals, overdue tasks, revenue, and quick-access items in one glance.
Revenue
Track all revenue streams - sponsorships, ticket sales, flat fees, markups, and percentage-based revenue. Compare projected vs. actual with multi-currency support.
Documents
Upload, organize, and share event documents. Store your original brief, contracts, decks, and any external links your team needs.
Features
Wallace AI copilot
Wallace is your on-demand AI copilot, available inside every event. Ask it questions about your event data, request edits, get suggestions - all in plain language.
What you can ask Wallace
Questions about your event
"What are my biggest budget categories?" or "Which timeline tasks are overdue?" - Wallace reads your actual event data and answers with specifics, not generic advice.
Edits and additions
"Add a line item for photography under Media" or "Mark the venue deposit task as complete." Wallace proposes the change and shows an Apply button - nothing changes until you confirm.
Suggestions and analysis
"How can I reduce my catering costs?" - Wallace uses your event context to give relevant suggestions, not generic responses.
Tab-aware intelligence
Wallace knows which tab you're working in. Ask to "edit the lighting line item" from the Budget tab and it knows you mean the Budget - not the Timeline or Creative Matrix.
Important: Wallace always proposes changes before applying them. You will see an Apply button for every edit. You stay in control at all times.
Features
Collaboration & roles
Invite your team, clients, and vendors into PlanBrite with role-based access. Everyone sees exactly what they need - nothing more.
Roles and permissions
Producer
Full access. Edit all tabs, manage collaborators, generate AI content, and export documents.
Client
Read and comment access. Can view the budget and approve line items. Vendor quote amounts are hidden.
Vendor
Limited scope access. Can view relevant tabs, upload documents such as COIs and quotes, and comment.
Creative
Access to Creative Matrix and Production Matrix. Can update asset status, upload file links, and manage deliverables.
Comments and mentions
Every line item across all tabs supports inline comments. Use @name to mention a collaborator - they receive a notification immediately.
Activity feed
The activity feed in the Overview tab shows a running log of all changes - who added what, when a status changed, when a line item was approved. Updates every 30 seconds.
Features
Exporting & sharing
When it's time to share - with a client, a vendor, or your own records - PlanBrite gives you clean, professional exports in multiple formats.
Available exports
Budget (PDF)
Formatted budget summary for clients. Includes category totals and line item detail. A Client View option shows categories only - no line items - for cleaner presentations.
Budget (CSV)
Raw budget data in spreadsheet format. Import into Excel, Google Sheets, or any accounting tool.
Call sheet (PDF)
Formatted day-of call sheet with all vendor contacts, crew call times, and the full event logistics header.
Call sheet (CSV)
Raw call sheet data for further editing or mail-merge use cases.
Run of show (PDF)
Complete day-of schedule formatted for print or digital sharing with your full production team.
Google Sheets
Export your budget, timeline, vendors, run of show, or call sheet directly to Google Sheets for easy sharing and collaboration.
Client view tip: Invite your client as a Client role collaborator instead of exporting. They can approve line items directly in PlanBrite - cleaner than a PDF attachment in an email thread.
Currencies
PlanBrite supports multiple currencies across Budget and Revenue. Set your event's currency at creation - all exported documents use the correct currency symbol.