Free
€0
After trial · 1 project · no time limit
- Backward planning for 1 event
- Phases, milestones, items
- Kanban per phase
Event planning software: everything organizes around the date
The event date doesn't move — everything else has to organize around it. Orchesia works backward from it to set the major phases, prioritize what truly needs to happen and distribute workload across teams and vendors.
Three situations that derail an event when the date is set too early
Phases set by gut feeling, disconnected from the actual date
The backward planning is built "on instinct" rather than by working methodically back from the event day. Some phases start too late, others mobilize the team when nothing upstream is ready yet.
Everything seems urgent until it's too late
Without clear prioritization, every task is treated with the same urgency. In the final weeks, the team discovers that secondary items have crowded out tasks that are critical for the event day.
Workload invisible until it overflows
Tasks are distributed with no visibility on real team and vendor availability. As the event approaches, some are overwhelmed while others wait, and decisions are made under pressure.
What Orchesia gives you
Solutions built for the way your teams actually work
Major phases built backward from the event date
Start from the event day and work back in time with Orchesia's backward planning view: flexible, collaborative, and evolving throughout the organization. Each phase is positioned based on what it must deliver before the next — not placed at random.
Clear prioritization of what truly matters
List what needs to be delivered in each phase and prioritize it with Orchesia's prioritization Kanban. The team sees at a glance what is essential for the event day, and what can be cut first if time runs short.
Workload distributed and controlled before it becomes unmanageable
With Orchesia's cycle planning, assign people, hours, and vendors by drag and drop. Check in real time that workload stays compatible with each person's actual availability, including across other active projects.
Event organization that starts from the event day — not one that stumbles toward it
Orchesia guides event teams from the fixed date through to the fine distribution of work across teams and vendors.
01
Major phases defined backward from the event date
Start from the event day and work back in time to set milestones: logistics, vendors, communications, approvals. The backward planning view evolves with you if a constraint or an intermediate date changes.
02
Deliverables listed and prioritized phase by phase
In each phase, list what needs to be delivered, then prioritize with the dedicated Kanban. What is critical for the event day stays visible; what can wait or be dropped is identified from the start — not discovered mid-crisis.
03
Workload distributed and controlled through to the event day
Assign people and vendors to work cycles, track workload in real time, and adjust before the pressure builds. You always know who is available and who is stretched.
04
What fits in the time that is left
Cycle planning splits the weeks before the event and shows a capacity gauge. What does not fit shows up when you assign it, not the night before delivery.
05
Caterer, production, set designer: each sees their part
Vendors join the project as Visitors. They read the milestones that concern them and the dependencies with other trades, with no editing rights.
06
The team and its absences, before the final rush
Recorded time off feeds the workload view. Build-up weeks where someone is missing show up while there is still time to hire.
Avant
Without structured backward planning
Organization starts with no real anchor point from the event day.
- Phases set without method, disconnected from the actual date
- Unclear priorities, everything feels urgent at the same time
- Workload invisible until it overflows
- Decisions made under pressure as the event approaches
- Teams and vendors in crisis mode during the final weeks
Apres
With Orchesia
Organization starts from the event day and works methodically backward.
- Major phases built backward from the target date, milestones aligned
- Clear priorities in each phase, trade-offs made in advance
- Team and vendor workload visible and continuously controlled
- Tensions identified weeks before they become a problem
- Teams executing calmly through to the event day
One organisation in two builds no schedule at all
Before discussing delay, it is worth checking whether a schedule was ever produced.
- 52%
do not consistently build a project schedule
Wellingtone, State of Project Management 2021 - 55%
do not have project tracking they consider successful
Wellingtone, State of Project Management 2021 - 47%
have no access to real-time indicators
Wellingtone, State of Project Management 2021
When the delivery date is imposed, a missing schedule only becomes visible once it is too late to arbitrate.
Organize your event for free
30-day free trial · No commitment · No credit card
At the end of the trial, continue free on a simplified project, or choose a paid plan for multiple projects and structured mode.
Paid plans
From€15/month
For complex events and multi-project teams
- Multiple projects
- Structured mode (WBS, PERT, Gantt)
- Multi-seat collaboration
Frequently asked questions
No. Orchesia works upstream to build backward planning, prioritize tasks, and distribute workload. The goal is for execution on the event day to run without improvisation — because everything was organized working back from the target date.
Yes. Orchesia is used both by agencies managing multiple vendors and by in-house teams organizing complex events. In both cases, it lets you start from the fixed date and organize work without being at the mercy of the calendar.
No. Orchesia is primarily a management tool for the team running the organization. Certain milestones or priorities can be shared with vendors without them needing access to the tool.
The backward planning view evolves throughout the organization. If a milestone moves, subsequent phases and priorities readjust — without having to rebuild the entire schedule in a static file.
A few hours is all it takes. The tool is built on concepts familiar to event teams: phases, priorities, workload, vendors.
Further reading
The methods behind the tool, explained in detail.
How to scope a project before you commit to a dateFraming is not paperwork. It is the last moment where a decision is cheap. Here is what a scoping stage has to produce before anyone opens a schedule.
What is the critical path in project management?The critical path is the longest chain of dependent tasks in a project. It sets the minimum duration — and any delay on it moves the end date.
Stop organizing events by gut feeling.
Orchesia helps event teams start from the event day to build phases, prioritize tasks, and distribute workload before the pressure builds.
30-day free trial • No commitment • No credit card