If you’ve ever found yourself frantically digging through email chains looking for that one link to the exhibitor kit—or chasing down the latest version of the sponsor logo—you’re not alone. And it’s probably time to embrace the hub and spoke model when planning your events.
On a recent Event Tech Pull-Up episode, we (Tess and Keith) broke down this approach, which sounds fancy but incredibly practical. At its core, the “hub” is your central, organized, go-to repository for everything related to your event: documents, logos, task lists, contracts, links, contacts—you name it. The “spokes” are all the ways you access or branch off from that hub to keep things moving.
Think of it as your war room. Or better yet, your morning coffee companion—the place you log into at the start of each day to orient yourself. Tools like Google Workspace, Trello, Notion, and our personal faves, BubbleUp and Tixio, make it easy to build a system that’s visual, intuitive, and collaborative.
So why bother? Here’s the tea:
No More “Where Did That Go?”
With a unified workspace, there’s no more hunting through emails or mystery folders. You know exactly where everything lives—and so does your team.
Think Visually
Tools like BubbleUp show previews of links and images, so you can scroll and instantly recognize what you’re looking for. Plus, you can color code, nest folders, and even create “roll-up” views for quick presentations.
Easy Onboarding and Collaboration
Need to onboard a vendor or share updates with stakeholders? Just give them access to their spoke (or sub-folder) and keep the rest secure. Everyone sees only what they need—no more silos.
Mobile-Friendly = Planner-Approved
Some of these platforms (BubbleUp’s mobile app is especially lovely) make it easy to work on the go. Because let’s be real—if you are running an event, you are rarely sitting still.
Built-In Automations
Many of these tools include native automations—no Zapier required. Tasks like approvals, file uploads, or link-sharing can run automatically, saving you time and sanity.
So, if you’re still operating out of your inbox and a jumbled file system, it’s time to upgrade. A well-designed hub-and-spoke setup isn’t just a productivity hack—it’s a total game-changer.
Give it a listen and thank us later with chocolate and wine. 🍫🍷