Project lead

Accountable for one event end to end. Lives inside the project — programme, schedule, suppliers, deadlines — and needs to see on any given morning what has slipped and who is waiting on them.

Persona

Project lead

Side

Internal — Works for the organisation running the events.

Reference

project-lead

Where they work

Inside one project, most of the day. This is the persona most operator-facing pages are written for.

What they are responsible for

Delivering the event: the programme and schedule, registration running, the suppliers booked, the tasks and approvals moving, and the deadlines holding. When something slips, it is their morning that changes.

What they can do

• Set the project up: dates, days, modules, roles, and who is on the team.
• Build and publish the schedule, and manage sessions, talks, and speakers.
• Open registration, set pricing, and handle changes, transfers, and the waitlist.
• Raise and chase tasks and approvals across the team and the client.
• See the project's budget and where it stands against it.

What they cannot do

• Reach into another project they are not assigned to.
• Post to the ledger, run payments, or close a period — that is the financial controller.
• Approve their own request where a second person is required.

Journeys they take part in

These are the end-to-end chains of work that name them — the steps they own, and the ones that only affect them.

Journey pages need an operator sign-in to open.

Win

• Deal to live projectA won deal becomes a provisioned project with the right modules and team.
• Price the jobLabour and services are priced so the job can hit its target margin.

Stand-up

• Client onboarding and transparencyThe client knows where to look and what they can self-serve.
• Import existing data you can trustSpreadsheets of existing records land in ema matched to what is already there, with every rejected row explained and every wrong import reversible where the record type allows it.
• New project to operating baselineModules, dates, branding, team, and defaults are ready to work in.
• Who sees whatStaff and client access is correct at organisation and project level.

Financial ops

• Budget to marginPlan, commitments, actuals, and variance produce a known margin.
• Money back outRefunds, credit notes, and disputes are handled without breaking the books.
• Purchase to payA purchase order becomes a received, billed, paid, and posted transaction.
• Time to marginYou know what the project's labour actually cost, what you recovered against it, and whether the job made its margin.

Delivery

• Accommodation block to guest arrivedA room block is contracted, filled, and guests check in.
• An attendee’s event, from discovery to the content afterwardsAffected, no step of their ownAn attendee finds the event, registers, carries their pass and agenda to the venue, takes part, and leaves with their certificate and the recordings.
• Attendance to CPD certificateVerified attendance becomes accredited points and certificates.
• Build and publish the programmeEvery session sits in a prepared room at a time nobody is double-booked for, carries the code it will be printed with, and is visible to attendees exactly when you mean it to be.
• Call for papers to published programmeSubmissions are reviewed, accepted, scheduled, and published.
• Engagement during the eventAttendees participate and engagement is measurable.
• Exhibitor checkout to fulfilled packageAn exhibitor buys a stand and package online, signs and pays as the event requires, and every entitlement they paid for is delivered and evidenced.
• Exhibitor self-service to onsite-readyAn exhibitor completes their own obligations unaided.
• Group and delegate changesGroups, transfers, and cancellations happen without revenue leakage.
• Open the call for papersAuthors can find the call while it is open, submit a complete abstract with the right co-authors, and change or withdraw it only while the rules allow.
• Registration open to badge in handA delegate registers, pays, is confirmed, and arrives with a badge.
• Review, score and decide submissionsEvery submission is scored by eligible reviewers under the blinding the committee chose, and every author receives a decision — and only the feedback they were meant to see.
• Speaker commitment to stage-readyA confirmed speaker has consented, handed over materials that will play, and knows their slot.
• Sponsorship sell to floorPackages become prospects, contracts, entitlements, and a built booth.

Onsite

• Live issue handlingWalk-ins, changes, and problems are resolved at the desk.
• Onsite readiness to doors openKiosks, badges, signage, wayfinding, and run sheets are all live.
• Session delivery and captureSessions run, are recorded or streamed, and attendance is captured.
• Speaker prep station to live sessionEach talk goes live from a validated deck or the speaker’s own laptop, with the consent the project requires on record, and the operator sees room faults before the audience does.

Close

• Content afterlifeRecordings and materials keep earning after the event.
• Event close to next eventLearnings, a clone, and the renewal conversation.
• Post-event close to client reportFinal actuals, margin, and a report that proves the value.
• Recognise a programme contributionAn earned presenter, poster, chair or reviewer contribution becomes a verifiable certificate, with explicit correction and retained validity history.

Ongoing

• Comms cadenceThe right message reaches the right audience on schedule.
• Integration healthEventsAir, Productive, and Xero syncs stay clean.
• Outlook inbox to project recordA client or supplier email becomes a linked project record, a task or a support ticket from inside Outlook, and every reply is checked by a person before it is sent.
• Support request to resolutionEvery request that reaches you by email, form or the assistant lands in the right inbox, is answered inside its SLA, and is closed with the requester’s rating.
• Weekly ops rhythmTime is in, approvals are done, and WIP has been reviewed.

Pages that relate to the Project lead

• Approval SystemSign-in required
• Approval WorkflowsSign-in required
• Approvals
• Award NominationsSign-in required
• Chair BriefsSign-in required
• Change Requests and TransfersSign-in required
• Check-in and AttendanceSign-in required
• Compliance DashboardSign-in required
• Content RetentionSign-in required
• CPD / CE OverviewSign-in required
• Custom DashboardsSign-in required
• Data Import OverviewSign-in required
• Device FleetSign-in required
• Document ManagementSign-in required
• Event program model
• Floor Plan DesignerSign-in required
• Getting Started as an Admin
• Group DiscountsSign-in required
• Group RegistrationsSign-in required
• Holding and Releasing DecisionsSign-in required
• How the Schedule WorksSign-in required
• Import TroubleshootingSign-in required
• Mapping FieldsSign-in required
• Onsite OverviewSign-in required
• Onsite Sync & Device Issues
• PresentationsSign-in required
• Presenter, Chair, Poster and Reviewer CertificatesSign-in required
• Preview and CommitSign-in required
• Pricing and DiscountsSign-in required
• Prize JudgingSign-in required
• Programme HistorySign-in required
• Programme MilestonesSign-in required
• Programme NumberingSign-in required
• Programme OperationsSign-in required
• Project budgets
• Project BudgetsSign-in required
• Project DashboardSign-in required
• Project onboarding
• Project RolesSign-in required
• Project SetupSign-in required
• PublicationsSign-in required
• Recording ConsentSign-in required
• RegistrantsSign-in required
• Registration & Check-In Issues
• Registration model
• Registration OverviewSign-in required
• Registration TypesSign-in required
• Report Sharing & Scheduled DeliverySign-in required
• Reporting and dashboards
• Reports & DashboardsSign-in required
• Resources & ShowcaseSign-in required
• Room Cockpit and Speaker PrepSign-in required
• Rooms and LayoutsSign-in required
• Running an ImportSign-in required
• Schedule BuilderSign-in required
• Session ManagementSign-in required
• Setting Up a New Event
• Speaker ManagementSign-in required
• Speaker Upload StatusSign-in required
• Sponsor PlacementsSign-in required
• Staff OperationsSign-in required
• Submission ConfigurationSign-in required
• Submission IDsSign-in required
• Talk AcceptanceSign-in required
• Talk Acceptance ConfigSign-in required
• Talk ManagementSign-in required
• Tasks
• Tasks Across ProjectsSign-in required
• Technical RequirementsSign-in required
• Unattributed SpendSign-in required
• Undoing an ImportSign-in required
• WaitlistSign-in required
• What You Can ImportSign-in required