Run-sheets that update themselves.
An Event OS for agencies and organisers. Registrations, attendee questions, vendor chasing, sponsor proof and the post-event report run in one place and on WhatsApp, so your producers stop being the switchboard.
What you can try on this page
- 01Event OS
- 02Attendee concierge bot
- 03Vendor tracker
- 04Post-event report
What eats the week
Your producer is the switchboard.
Events run on WhatsApp groups, spreadsheets and one person’s memory. It works until a speaker is late, a print job slips or 600 delegates ask the same question.
- 01
One late speaker, 25 minutes of phone calls
The producer rings AV, catering, the stage manager and three panellists. The 600 delegates find out from the screen.
4–6 changes on a typical event day - 02
The same 20 questions, 400 times
Where do I park? Is lunch halal? Can I switch breakouts? Your team answers on WhatsApp until midnight the week before.
~30 hours of replies per 600-pax event - 03
Vendor chasing lives in one head
Florist mock-ups, AV specs, print proofs, insurance certs. When the production manager is on site, nobody chases, and the late print job shows up at T-5.
S$800–2,500 rush fee per late item - 04
Dietary changes that never reach the kitchen
Late halal and allergy requests arrive by WhatsApp and email. The caterer is still working off Tuesday’s spreadsheet.
One missed allergy is a very bad day - 05
Sponsors ask for proof nobody collected
The contract promised a backdrop logo, a booth, two posts and a lead list. Two weeks later someone digs through 1,400 photos.
~1 day per sponsor proof pack - 06
The post-event report takes three weeks
Check-ins in one tool, the survey in another, the budget in Xero and feedback in chats. The client’s renewal meeting comes first.
~3 weeks to a report
What we build
One Event OS, many channels.
Registrations, WhatsApp, vendor email, crew voice notes and photographer uploads all land in one place. What goes out is checked, logged and approved.
Comes in from
Goes out as
Event OS
The whole event on one screen.
Registrations, the concierge inbox, vendors, the live run-sheet, sponsor deliverables and the post-event report. Click around: every screen works.
Good morning, Joanne
Thu 24 Sep · Northstar Partner Summit, Day 1 of 2 · doors opened 07:30
- InkHouse wristband proofs are 2 days lateFamily Day · 3rd chase approved 09:04 · new deadline 15:00
- Jain meal request needs a personArvind Pillai · Northstar lunch 12:40 · waiting 2 min
- Axion Data still owes approval on post #2Platinum sponsor · nudged Wed · their session is 13:40
- 18 Kestrel guests have not given dietary needsGala Sat 17 Oct · headcount locks Fri 2 Oct
- Lumi Retail report is ready for review12 pages · client call at 15:00 today
“On the way” replied to the 10:05 WhatsApp nudge. The 28 with no reply get an email at 11:00.
- Concierge handed a Jain meal request to Kavitha10:31
- Kavitha reissued a receipt to Orbis Networks Sdn Bhd10:29
- Schedule change sent to 612 Northstar delegates10:16
- Run-sheet v14 published · Keynote 2 speaker delayed10:14
- Brightbeam LED spec logged for the Kestrel gala10:12
- Farhan approved a 3rd chase to InkHouse Print09:04
WhatsApp bot
Delegates, vendors and crew, all on WhatsApp.
Four real moments: a delegate who needs directions and has an allergy, a vendor who needs more time, a keynote that runs late, and the producer’s 06:45 brief.
What the system did
Nothing yet. Send a message on the phone and the actions show up here as they happen.
Event day, before and after
Same event. Very different Thursday.
Northstar Partner Summit, Day 1: 640 delegates, 6 sponsors, a dozen suppliers and one speaker stuck on a late flight.
Workflow automations
The n8n workflows underneath.
Each one runs on your own server. Press play to watch a real run, step by step, including where a person approves.
Every registration is deduped, read for dietary and access needs, badged, confirmed on WhatsApp and counted on the caterer’s live sheet.
- Press Execute workflow to run it with sample data. Click any node to see what it does.
Hermes AI agents
A digital crew that asks first.
Hermes agents do the chasing, re-planning and compiling around the clock. Anything that reaches a client, costs money or changes the day waits for a person.
Answers delegates on WhatsApp around the clock: directions, schedule, dietary, recordings. Hands anything unusual to a person..
Press Run this agent to watch one of its runs. It will stop and ask you before anything goes out.
- · Answer from the approved event pack, with the source
- · Update dietary needs and breakout choices
- · Send badges, reminders and recordings
- · Log every chat to the delegate record
- · Ticket transfers, refunds and receipts
- · Visa invitation letters
- · Access needs beyond the event pack
- · Anything a sponsor or client will see
AI 2nd Brain
Every event you have run, on call.
Venues, vendors, run-sheets, budgets and debriefs from past events. Ask from WhatsApp and get an answer with its sources.
Ask Lanternhouse Events anything.
Type a question in the box below, or try one of these. The answers come from this sample company’s files, chats and meeting notes.
Before / after
What changes, in numbers.
Illustrative estimates based on comparable builds. Your numbers depend on volumes and the workflows we automate first.
Rollout
How we would roll this out.
We start with one department and the workflow that costs you the most, prove it works, then expand. Nothing goes live without your sign-off.
- Week 1–201
Map one live event
We sit in on an event, collect your forms, run-sheets, vendor lists and FAQs, and load past events into your 2nd Brain.
- Week 3–502
Guests: concierge + registrations
The WhatsApp concierge goes live on your next event, trained on its event pack. Registrations, dietary needs and QR badges flow into the Event OS.
- Week 6–803
Production: vendors + run-sheet
Vendor chasing, the crew line and the live run-sheet. Sponsor tracking and the post-event report follow.
- Ongoing04
Run and expand
We watch every event day with you, tune answers from real chats and add new event types. You approve every change.
FAQ
Questions owners ask us.
Does it work with our ticketing or RSVP platform?+
Yes, if the platform has a webhook, an API or a scheduled export. Most do. Registrations then land in the Event OS within a minute. If a platform has none of those, we use its CSV export on a schedule.
What happens when the bot does not know the answer?+
It says so, and hands the chat to your team inbox with the context. Once a person takes over, the bot stops replying. Anything about money, access needs or media always goes to a person.
Can delegates opt out of WhatsApp messages?+
Yes. Consent is captured at registration, every broadcast carries an opt-out, and consent records are kept for PDPA. Delegates who do not opt in get email instead.
Will it send things without us?+
Routine answers from the approved event pack, reminders and badges, yes. Run-sheet broadcasts, firm vendor chases, quotes, proof packs and client reports wait for a tap from you or your team.
We run several events a month for different clients. Is it one system?+
One Event OS with a workspace per event. Each client’s delegates and documents stay inside their event. The 2nd Brain learns across all of them, so venue and vendor lessons carry over.
Where does our data live?+
On a dedicated server that you own, in Singapore. The 2nd Brain is a folder of plain Markdown files. If you stop working with us, you keep everything.
Other industries
All industries →Next step
See your business in one of these. Then we build it.
Book a 30-minute call. We map one workflow that costs you the most time, show you what it looks like automated, and tell you honestly if it is worth doing.