Event Coordination Questions & Answers
Questions and answers that help you determine if MergeLabs is right for you. Have a look through this section or simply schedule a call to explore your situation directly with the founder.
Identity & Vision
What is MergeLabs?
MergeLabs is an Event Coordination & Content Hub. Both your coordination (schedules, tasks, runsheets) and your content (speaker bios, session descriptions, notifications, meeting notes) run on one schedule-driven architecture. Build the schedule, everything else follows.
What does "Event Coordination & Content Hub" mean?
Most event teams scatter their work across five tools: spreadsheets, ticketing, shared drives, chat apps, and task managers. MergeLabs replaces that patchwork with one system where coordination and content live in the same structure. As you build your schedules, you build your content alongside them, all interlinked and ready in JSON format so it can easily be converted into any form you need.
What's the core insight?
Event coordination is multi-dimensional. Every activity has time-space information that is the same for each stakeholder (staff, volunteers, guests, tech crews, and vendors), but each stakeholder needs to see it from their own perspectives (descriptions, images, etc.). Generic tools can't manage that. You end up making multiple copies of the same information and have to constantly keep all versions up to date manually. MergeLabs was built around this reality: one schedule, multiple perspectives, all connected.
What does "schedule-driven" mean?
With MergeLabs, the schedule is the glue that holds everything together. In task management solutions, everything is structured around tasks. For ticketing solutions, everything is organized around the ticket. With MergeLabs, even the tasks and tickets are all structured around schedules. It is the element that makes sure your coordination information is structured in a meaningful way.
What does "minute-driven" mean?
In most project management tools, you can set the date for deadlines, but it's rare that you set specific times. MergeLabs is minute-driven. Your operations are anchored to specific minutes, specific locations, and specific roles, because that is how events actually work.
What's the vision?
Help you master complexity with ease. We don't believe in dumbing down your event because logistics are hard. We believe in giving you infrastructure that handles the complexity so you can focus on designing the best experience.
What's an Enriched Environment?
Enriched Environments are experiences so stimulating they literally regenerate the brain. The concept comes from our founder's Alzheimer's research time, where he learned about this concept and has since dedicated the rest of his adult life to creating these experiences for people.
What's a Coordination Data Hub?
A single place of truth for all your schedules, tasks, notes, alerts, and conversations. Instead of scattering operational data across five different tools, everything lives in one connected system. When something changes, every piece of connected data reflects it. By having it all in one place, you can leverage LLMs to draw insights, help new team members learn faster and become independent decision makers faster.
How It's Different
Why not just use spreadsheets?
Spreadsheets trap your data in static silos. The cells don't have any meaning, so while you understand it, it is not able to be transformed automatically into website content, LLM-readable material that is reliable, or automatically be updated if something changes. The only real value is that it feels familiar. But the problems you are facing today are because of the tools you are using today.
Why not use task tools like Asana or Trello?
Task managers are date-driven. They don't understand that an event task is tied to a specific time, a specific location, and a specific role. In MergeLabs, tasks live inside the schedule activity they belong to, right along with chats and notes.
Why not use event platforms?
Most event platforms focus on registration or networking. They bolt on logistics as an afterthought. We coined "Real-time Coordination Management" because what we do is a different category entirely: operational infrastructure for high-stakes logistics.
Why not use ticketing apps?
Traditional ticketing platforms are isolated from your operations. A sale happens, and your ops team doesn't know about it until someone checks a spreadsheet. In MergeLabs, ticketing is wired directly into your schedules and workflows, so inventory stays accurate across every storefront.
Do I have to use your ticketing solution?
No, you can continue using the solutions you prefer. We can even figure out how to connect these together so you get the best of both worlds. But even if we don't, the coordination and content management features are, on their own, the core benefit that will help you get the benefits of MergeLabs solution.
Why not just use WhatsApp or Slack?
When your event has 50+ people coordinating, group chats become noise machines. Critical updates get buried under memes and side conversations. MergeLabs gives you contextual communication pinned to each activity, so nothing gets lost and you maintain full oversight.
Do I have to use your communication solution?
No, also here, you can gain a tremendous amount even without this. In fact, we intend to connect WhatsApp and Slack to MergeLabs in the future so you can import messages to store their context and help you with richer insights when looking for post-mortem learnings.
Which tools does it replace?
MergeLabs replaces your spreadsheets for scheduling, your task manager for operations, your group chats for team coordination, your shared drive for content, and your ticketing platform for sales. And even your event app for distributing your agendas to the participants. That's six tools consolidated into one connected system. Fewer subscriptions, fewer logins, zero data silos.
Is this another project tool?
No. Project tools think in tasks and deadlines. MergeLabs thinks in schedules, activities, and the assets linked to them. Everything is organized around time and place, which is how events actually work.
How is this different from a CMS?
A CMS manages published content. MergeLabs manages operational content that lives inside your schedule structure. Speaker bios, session descriptions, runsheet notes, and notification copy are all linked to the exact activity they belong to. The schedule IS the content architecture.
Is It Right for Me
When is it worth using?
The moment your event is complex enough that one master schedule needs to become multiple role-specific views. If you're sending different versions of the same schedule to different teams, you've already outgrown spreadsheets. That's when MergeLabs removes the manual syncing and version juggling that slows you down.
What pain does it solve?
Three things keep event operators up at night: mistakes from missed schedule updates, participants confused about where to be, and no visibility into whether staff is actually ready. MergeLabs solves all three from one connected system.
What's the value to me?
Fewer status meetings because the dashboard shows progress in real time. Fewer errors because there's one source of truth instead of fourteen spreadsheet versions. More operational capacity because your team can act on context without waiting on you for answers.
What does my team get?
Your team gets the context they need to act independently. Instead of texting you "did the schedule change?", they open the app and see exactly what's relevant to their role. You stop being the bottleneck. But we are taking this one step further: they'll even be able to ask your AI how things were done for similar activities in the past.
What if I need customization?
We're a startup that works directly with our clients. Your specific need can shape our product roadmap, and we've built features based on real operator feedback before. If it makes coordination better, we want to hear about it.
Can it help if I'm new to events?
Yes. We offer event coaching and done-with-you agency models specifically for teams building their first major production. You don't need to figure out the operational playbook alone. We help you build it inside MergeLabs from day one.
The Master Schedule
What's the master schedule?
The single source of truth for your entire event. You build it once, and every downstream view generates from it either automatically, or by linking from it: runsheets, venue agendas, individual staff schedules, role-specific views, and guest-facing programs.
How many views does it generate?
As many as you need. Runsheets per role, venue agendas per space, individual staff schedules per person, guest-facing programs per audience. Every view is connected to the same master data, so a change in one place updates them all.
What types of views are available?
List view for a quick overview. Timeline view for chronological planning. Venue view to see what's happening in each space. Individual views for specific staff members. Roles view to see each role's schedules side-by-side. Schedule side-by-side view to see all your schedules next to each other, both guest and operational schedules. You switch between them depending on what you need to see at that moment.
Can I visualize multiple tracks side by side?
Yes. You can visualize your plenary sessions, breakouts, and operations schedules side by side to spot conflicts instantly. This gives you the full picture of what's happening across every track at any given time.
Can I share a view with someone external?
Yes. Slice off any view and share it with an external stakeholder either as a simple link where no login or app is required on their end, or by scanning a QR code using our app (again, no login needed). Or with login requirements if they are staff. They see exactly the information relevant to them, nothing more.
What happens when I change the schedule?
One update in the master schedule propagates to every linked runsheet, program, stakeholder view, and guest app in seconds. No update emails, no version confusion, no risk that someone is working from an outdated file.
Building & Editing
How do I build a schedule?
You first create a "Schedule Set", this is the event — the holder of all your schedules. There, you create schedules, and inside each schedule you create your activities. You can create the activities using a click-to-create calendar interface. To make it faster for you, you can pre-select the venue and space you are working on, and those parameters are then automatically added to it. To build even faster, you can clone entire schedules or individual activities. You can also link activities across schedules if multiple schedules should share the same activity.
Can I rearrange schedules easily?
Drag and drop to move any activity to a different time, space, or even another schedule. Every linked runsheet, task list, and stakeholder view updates automatically. No re-sending, no version confusion, no "did you get the latest PDF?" emails.
Can I set up dependencies between activities?
Yes. Create parent-child relationships between activities and visualize them for a quick overview. This lets you see what depends on what before you commit to changes. Coming Soon: You can use this to figure out if tasks that get blocked are on a critical path or not, so you and your team get an instant understanding of how urgent the issue is.
Can I add notes to activities?
Yes. Add notes to any activity, task, or run of show/runsheet. Each schedule and activity also holds "Assets", which is the content that will be shown to the reader in terms of Title, Synopsis, Summary, or Description. You can also communicate different content to guests compared to staff by defining where in the Assets you place each piece of content.
Can I add location info to activities?
Yes. Each activity carries a location with a Google Maps link. The system automatically displays location info in an easy-to-understand format, and with one click, users are taken directly to the map view of that space. The locations are also time-zone bound, so you can respect the venue's time-zone when viewing the program.
Content & Assets
What are content blocks?
Every activity holds something we call "Assets." Each asset holds your content in JSON format in four levels: title, synopsis, summary, and description. This structure means content is organized the moment it's created. Speaker bios, session descriptions, runsheet notes, and notification copy all follow the same pattern. Coming Soon: So you can use that same content also for your website, newsletters, and more without needing to copy-paste anything.
What's stored inside an activity?
Everything relevant to it. The schedule information, tasks, conversations, notes, location info, and structured content blocks (title, synopsis, summary, description). All of this is linked to the exact activity it belongs to and stored as machine-readable data.
How does content collection work?
Coming Soon: Send a stakeholder a direct link. They fill in their content (speaker bio, session description, translation) without needing a login or an account. The content lands in the right place automatically because the link already knows which activity it belongs to.
Do they need an account to submit?
Coming Soon: No. No login, no account, no email back-and-forth. Just a window to throw in their text. If they're short on time, they dump the text and the AI structures it into title, synopsis, summary, and description for them.
Can AI help structure content?
Coming Soon: Yes. When a speaker or stakeholder dumps unstructured text into their submission link, the AI structures it into the right format automatically. No reformatting on your end.
Can I localize content?
Yes. All your public-facing schedules, content blocks, emails, push notifications, and booking pages can be localized into any left-to-right language. Your international guests see everything in their own language.
How many languages are supported?
As many as your event requires. Nikon Lenswear ran nine languages per activity through the system. Every piece of guest-facing content (schedules, notifications, booking pages, information pages) follows the same localization.
Can I reuse content across formats?
Yes. Because all content is structured and linked to activities, you can transform it into any output. Coming Soon: printed booklets, website pages, posters, push notifications. No copy-pasting between tools, no reformatting. The content is already organized.
Where does general event content live?
Coming Soon: General event content (guidelines, briefing documents, reference materials) is organized under containers and sub-containers linked to your events. Think of it as a structured library where everything is categorized and retrievable. If it is guest-facing content, you can use our "Pages" feature to create individual pages that are presented on their booking page or individual schedule.
Can content be repurposed for other channels?
Coming Soon: Yes. After we've connected your channels for you, all content can be repurposed for your website, program descriptions, newsletters, and any other output without needing to copy-paste anything. The structured format means the content is ready the moment you need it.
Venues & Spaces
How do I set up venues?
Create any number of venues with sub-spaces and define their timezone and map URL. Each venue becomes part of your schedule architecture, so activities assigned to a venue automatically carry the right location and time information.
Can I manage spaces within venues?
Yes. Define spaces within each venue and set capacity configurations. A venue can have multiple space setups, and the system adapts capacity to the type of event (seated vs. standing, for example).
What are sub-spaces?
Sub-spaces let you drill down further within a space. For example, you can define individual booths at a conference, reception areas, or individual stations within a larger hall. This gives you fine-grained capacity management across your entire venue. Since every activity is always associated with a space, you also have a dedicated view for seeing the space's schedules.
Does it handle capacity management?
Yes. Define what capacity is available for each space, configure it for different event types, and manage it down to the sub-space level. Booths, reception areas, and stations all have their own capacity settings.
Does it support multiple timezones?
Yes. Define venues with timezone support so activities automatically adjust to the correct local time. For international events with multiple venues, the system keeps everything aligned across timezones.
Roles & Access Control
Can I control who sees what?
Yes. Granular role management lets you define exactly what each person sees and does. Strip irrelevant information from each team member's view so they only get what's relevant to their role.
How granular are permissions?
Down to the field level. Decide who can make changes, who gets read-only access, who can see guest data, and who can export it. You control the information flow precisely.
Can a role export data without seeing emails?
Yes. A sub-role can export attendee lists without ever seeing or exporting their email addresses. This lets you share operational information with vendors and partners without exposing sensitive attendee data.
Can I tailor communications per role?
Yes. You can control who sees what conversation channels. Coming Soon: You can also control who sees what schedules. Each role gets exactly the information they need to act.
How do I assign people to roles?
Set roles and assign people to each one. Control their access rights at setup, and the system enforces those permissions across every view, conversation, and export. No manual gatekeeping required.
Reusable Playbooks & Cloning
Can I clone an activity?
Yes. Clone any activity with all its copy, tasks, and notes intact. The cloned activity carries the full context of the original, so you don't rebuild from memory.
Can I clone an entire schedule?
Yes. Clone entire schedules, including all activities, tasks, notes, and content. Everything transfers in one action. Dates and times automatically adapt to the new period. You can even determine if the cloned schedule should link to the activities (stay connected), or create new, independent activities.
Can I clone a full event?
Yes. Clone your entire event with all schedules, tasks, notes, content, and workflows in seconds. All dates automatically adapt to the new period and timezone. All tasks inside activities reset their stages so you can also re-use all the tasks created.
Do dates adapt when cloning?
Yes. Dates and times automatically adjust to the new period and timezone. If your event moves from March to September, or from Amsterdam to Tokyo, the system handles the shift across every schedule and activity.
What happens to tasks when cloning?
All tasks reset to "pending" so you re-run the same playbook from a clean starting point. Even if the team has changed since the last edition, the operational logic and process steps stay intact.
Do I start from scratch every year?
You don't have to. Clone last year's event, and all the context (schedules, tasks, notes, content, conversations) travels with it. Each iteration becomes a better version of the last. Your playbook compounds with every edition.
Can I turn events into standardized playbooks?
Yes. Each event is by default a playbook that you can re-use to build the next event. Each schedule is something you can re-use to build the next schedule. In a way, everything is automatically also a playbook that can be replicated.
Registration & Ticketing
Does it include ticketing?
Yes. You can create unlimited booking pages, each with its own audience, pricing, and messaging. We call them Infinite Storefronts. VIPs, students, exhibitors, and partners each get a tailored checkout flow.
What are Infinite Storefronts?
The ability to create as many booking pages as you need from one shared inventory. Each storefront has its own pricing, messaging, form fields, and design. You target different audiences without managing separate systems.
What makes your ticketing different?
Three things. Audience segmentation so each group gets their own booking experience. Affiliate tracking so your partners get their own booking links with custom messaging. And bank-level payment splitting so revenue can route to different gateways per product.
Can I create different booking pages per audience?
Yes. Create hyper-segmented booking pages from one shared inventory. VIPs, regional audiences, university partners, exhibitors, each with their own pricing, messaging, and form fields. A VIP sees a different value proposition than a student.
Can I create an overview page of all my events?
Yes. We call this feature "Product Libraries". You can create any number of overview pages, and decide exactly which of your events should be visible there. For example, for external guests you might want to show one overview with events open to the public. But for your staff, you might want an overview page for all the events that are open to them.
Can attendees pay before completing details?
"Pay Now, Fill Form Later" secures the payment first and lets attendees complete their details afterward. This reduces drop-off by removing the friction of long forms at checkout.
Can I run affiliate booking pages?
Yes. Generate affiliate booking pages with unique URLs for sponsors and partners. Each partner gets their own tracked link so you can measure exactly which channels drive ticket revenue.
How does payment splitting work?
Bank-level payment splitting routes revenue to different payment gateways per product. Partner revenue stays completely separate from yours. No manual reconciliation, no shared accounts, no end-of-month spreadsheet sorting.
Can I split test booking pages?
Yes. Each booking page can carry unique messaging, pricing, and design, and each one is independently tracked. Run parallel versions to see what converts better.
Can bookings onboard staff and volunteers?
Yes. Set a product's cost to zero, switch the booking to "Waitlist" mode, and you have a staff onboarding page.
Are bookings connected to schedules?
Yes. Because bookings are wired into your schedule architecture, inventory stays accurate across every storefront. A sold-out session reflects everywhere instantly. No manual syncing between your ticketing tool and your schedule. Each product is assigned any sets of schedules that you want to assign to it, so when someone books that product, they automatically have the right schedules assigned to them, and once accepted, they automatically receive a unique link to see their schedules and pages (additional information — like a booklet).
Day-of Coordination
Is it good for day-of coordination?
Day-of is where MergeLabs hits its stride. Make a schedule change in the master view and it propagates instantly to every runsheet, every staff view, and every guest app. Real-time coordination is the core of what we built.
What about last-minute changes?
Update the master schedule. Every downstream view, every runsheet, every stakeholder app follows automatically. No group message needed, no frantic phone calls, no risk that someone is working from an outdated version.
How does real-time propagation work?
Change a time in the master schedule, and it reaches every linked view in seconds. Your stage manager sees updated cues, your catering lead sees revised load-in times, and your client sees the current program. All from a single edit.
Can I see task progress live?
Yes. A live progress dashboard shows tasks moving from "Pending" to "Done" or "Blocked" in real-time across all activities. You see exactly where things stand without sending a single status text. Coming Soon: You can automatically get notified when a relevant task gets moved to "Blocked".
What happens when something gets blocked?
Coming Soon: You get notified automatically. The progress dashboard flags blocked tasks so you can intervene before the problem cascades. No more discovering a blocked task when it's already too late.
Guest & Staff Apps
Do you have native apps?
Yes. MergeLabs has native iOS and Android apps for both guests and staff. No third-party integration needed. Your guests and team access everything from the same platform.
Do guests need to download an app?
If they want the information to work offline, yes. If they don't mind just using a link, no. Both options are available. Download the app and scan a QR code to see personalized agendas offline, or use the link to see them online. But in either case, no passwords and no accounts are needed. Zero barriers to entry.
How do guests access their schedule?
We have two primary options: Either through a personalized link that can be automatically sent to them via our notifications infrastructure. Or through scanning a QR code after downloading our app. The QR code defines which schedules and pages the user should get access to, so you have full control of how personalized you want to make the QR codes as well.
Does the app work offline?
Yes. The guest app caches all schedule data directly on the device. Spotty venue WiFi, airplane mode, underground conference halls: your attendees still see their full agenda, with all its content as well as all the pages associated with their booking link. No connectivity required.
Can guests switch timezones?
Yes. Any schedule can be viewed in any time zone. Users just toggle between them from a drop-down menu and instantly all schedules adapt accordingly. If your guest flew in from Tokyo to Amsterdam, they can see both their home time and the local event time. No mental math required. Or if you run an online event, each attendee can see the program in their timezone.
Can staff submit change requests?
Coming Soon: Yes. Staff can access read-only views externally for quick reference, or log in to submit change requests directly from the app. Changes flow through the system instead of through text messages.
Can staff toggle between schedules?
Yes. Staff members can toggle between their assigned schedules within the app. If someone covers two roles or works across multiple venues, they switch views with a tap.
Can guests access additional information?
Yes. Guests can switch between multiple schedules, view hotel information, local guides, and maps. Everything they need for the event lives in one place on their device.
Notifications & Communication
Can I send push notifications?
Yes. Push notifications go directly to your attendees' iOS and Android devices. No third-party integration needed. Your guests get real-time updates the moment you publish them. These notifications are also localized, so your users receive them in their selected language.
Can I schedule notifications in advance?
Yes. Preload every notification with an exact send time before the event even starts. On the day, they fire automatically. One less thing to manage when you're already running at full speed.
How granular are notifications?
Define which schedules should receive notifications at exactly what time. It does not matter which path people took to book onto the system, as long as they have that schedule, they will receive the notification.
Are notifications localized?
Yes. All notifications are sent in the recipient's selected language. Your international attendees receive updates they can actually read, which means fewer missed sessions and fewer confused guests.
Can I brand notification emails?
Yes. Set up localized notification emails tailored for each event, with your own SMTP setup for full branding control. Your attendees see your brand, not ours.
Where do team conversations go?
Conversations are pinned directly to the activity they're about. You can set up Conversation Channels and define which activities they are associated with from the start. Coming Soon: Your team will discuss the keynote on the keynote-activity, the load-in on the load-in-activity. Context stays with the work, not buried in a general channel.
Are conversations stored?
Yes. Every conversation is stored as structured JSON data under the activity it belongs to. This means conversations are searchable, and can be used to provide more context to the LLM for different forms of analysis.
Do staff and guests get alerts for schedule changes?
Coming Soon: Yes. Staff and guest apps receive real-time alerts when schedules change. The moment you update the master schedule, everyone who needs to know is informed automatically.
Tailored Information Delivery
How is information personalized?
Each person sees only the information relevant to them. A VIP guest sees their curated agenda. A stage manager sees their cues. A vendor sees their load-in times. No unnecessary clutter, no information overload.
What are "Pages"?
Any extra information that does not sit inside a specific activity can be shared via "Pages". These Pages can be bundled together using our "Page Partitions" feature to provide more structure. This way you can bundle topics together. For example, you can bundle all itinerary information together, all "about the city" information together, etc. Pages can hold any content such as itinerary information, hotel details, speaker bios, local guides, and any other media. Each person's booklet shows only what applies to them.
Can I create individual itineraries?
Yes. You control exactly who receives which pages. You can adapt to each individual or group as needed. For example, if you want to make sure certain persons have access to some phone numbers, but only they should see them. You create a page that you only assign to these people, and you are done.
What are run of shows?
Tailored runsheets for specific roles. Staff, volunteers, and service providers each get their own run of show, all interconnected with the master schedule. Update in one place, and every run of show updates with it. You create these run of shows by linking the various activities from the schedules to them.
Can staff access views externally?
Yes. Staff can access read-only views externally for quick reference without logging in. When they need to take action, they log in through the app.
Planning & Date Selection
How do I find the right event date?
Coming Soon: MergeLabs gives you a shared view of all your events and your team's availability in one place. You start with full context instead of scattered back-and-forth. Scheduling risks that would normally surface weeks later become visible before you lock anything in.
Can I check for holiday conflicts?
Coming Soon: Yes. Vet your shortlisted dates against public, school, and religious holidays. Avoid cultural blind spots that could kill attendance or offend key audiences.
Can I filter for competitor events?
Coming Soon: Yes. Filter for major industry conferences and competitor events happening on your target dates. Dodge clashes that would split your audience before you've even launched registration.
Can I check historical weather?
Coming Soon: Yes. Access historic weather trends for your region to ensure safe travel and comfortable conditions. Predict the elements instead of hoping for the best.
Can I see my team's availability?
Coming Soon: Yes. A shared view shows all your upcoming events and your team's availability in one place. Scheduling decisions happen with full context, not through a chain of "are you free?" emails.
Can I access insights from previous editions?
Coming Soon: Yes. The system connects to what worked, what didn't, and what decisions were made in previous editions. You access those insights directly inside your planning workflow. Fewer assumptions, fewer blind spots, and a process that compounds in quality with every event you run.
Knowledge & Institutional Memory
How is knowledge captured?
Every task, note, conversation, and decision your team creates is stored as structured data under the specific activity it belongs to. Since all of this is structured in JSON format and properly linked to a concrete activity, you have a lot of context already in place to use when prompting against an LLM with it.
What if my key person leaves?
Their operational knowledge stays in the system. Schedules, tasks, notes, and conversations are all structured and searchable inside MergeLabs. If your lead coordinator gets sick or leaves the organization, the next person can pick up exactly where they left off.
How do new hires ramp up?
New team members can tap into the existing context to understand the why and how of past events. They open last year's event, see which tasks were completed, read the notes, and follow the conversations that shaped each decision. Coming Soon: They can also prompt against that information and have an LLM explain everything to them, so time to independent decision-making drops significantly.
Does planning improve over time?
Yes. Your planning and preparation stages improve with every event because they are informed by everything your team learned during execution. Your organization builds a compounding knowledge base instead of starting from scratch every year. Coming Soon: You can ask the AI what sessions worked well, what sessions should be re-thought if re-used, and much more.
Can all content be repurposed for websites and newsletters?
Yes. Everything is already stored in JSON format that can easily be transformed into any other format. Coming Soon: You will easily be able to define which asset content should go where to create your website content, newsletters, and any other copy directly from the assets you have.
Can I connect AI tools to the data?
Yes. Conversations and content are stored in structured, machine-readable format. Coming Soon: Connect AI tools to analyze patterns, flag recurring issues, and surface insights across events. The data is already organized for it.
Security, Scale & Infrastructure
Is it secure?
Built on enterprise-grade infrastructure with HashiCorp Vault for sensitive data and double-handshake encryption for alerts. Your guest data, payment information, and operational details are protected at bank level. Security is infrastructure, not an afterthought.
Can it handle large events?
The architecture auto-scales to handle thousands of concurrent users hitting the system at the same time. Built on Microsoft .NET and Linux-based virtualization designed for high-concurrency demand. Your event grows, the system grows with it.
What's the tech stack?
Microsoft .NET on Linux-based virtualization. HashiCorp Vault for sensitive data management. Auto-scaling infrastructure built for high-concurrency loads. The same architectural rigor you'd expect from banking or satellite systems.
Does the guest app really work offline?
Yes. Offline-first architecture caches all data directly on the device. Underground conference halls, airplane mode, spotty venue WiFi: your attendees see their full schedule regardless. Data syncs automatically when connectivity returns.
Who built the technology?
Our CTO, James Kibblewhite, has been building reliable systems since 2003, from satellite encryption to banking solutions. The architecture reflects that background: built for reliability, security, and scale from day one.
Audience Growth & ROI
How do I grow attendance?
Create segmented booking pages for each audience type, with targeted messaging that speaks to their specific motivation. A VIP sees a different value proposition than a student. Segmentation lets you sell to each group on their terms.
How does this drive ROI?
Localized push notifications guide guests to the sessions that matter most, increasing attendance at critical activities. Affiliate-tracked partner links let you measure exactly which channels drive ticket revenue. Better data, better decisions, better margins.
Can I measure partner performance?
Yes. Each affiliate booking page has a unique URL that tracks exactly how many tickets each partner drives. You see which channels perform and which don't. Revenue attribution is built into the system.
Can I reduce registration drop-off?
"Pay Now, Fill Form Later" secures the payment before asking for details. This removes the friction that causes people to abandon long registration forms mid-checkout.
Roadmap & Future
Does it have AI features?
All data in MergeLabs is already structured and machine-readable, making it the ideal input for powerful AI capabilities. Coming Soon: We will connect this data to LLMs so that you can prompt against it.
What about automated task creation?
Coming Soon: We call it "Inject Management." The idea is to convert unstructured meeting notes instantly into scheduled tasks within the system. Instead of manually translating what was discussed into action items, the system handles the conversion.
Is conflict detection coming?
Coming Soon: Yes. Warning systems for double-booked spaces and scheduling conflicts are on the roadmap. You'll receive alerts before you finalize a schedule that has overlapping resources or spaces.
Getting Started & Support
How do I get started?
Book a demo. We walk you through the system. If you want, we can even use your actual event as the context. You see how your specific coordination challenges map to the platform.
Do you offer onboarding support?
Yes. We offer full onboarding support. But if you want, we can even offer event coaching and done-with-you agency models. Whether you need help setting up your first event or building your operational playbook, we work alongside you inside the system.
Can my feedback shape the product?
Yes. We work directly with our clients, and your needs can shape the roadmap. Features have been built based on real operator feedback before. If it makes coordination better, we want to hear about it.
Still Have Questions?
Schedule a discovery call with the founder to discuss your specific event coordination challenges.