Spreadsheets break under pressure
200 guests need rebooking at midnight — no one knows which file is current. Version conflicts and manual reconciliation consume hours that should be spent on the event.
Sport event hospitality.
Managed.
One platform. Every guest, hotel, transfer and ticket — coordinated in real time across your whole team.
The Problem
Sport events are too complex for the tools most teams use.
Event programmes at scale involve hundreds of moving parts across accommodation, transport, ticketing, and guest management — handled simultaneously, under pressure, by teams that often can't see what the others are doing.
Teams working in silos
Accommodation doesn't know what Transport is doing. Problems compound in silence. By the time a conflict surfaces, the options to fix it have narrowed.
No single source of truth
Finance says X, Logistics says Y. Two days spent reconciling figures from disconnected systems — time lost to process that should have been used on delivery.
Solutions
Five solutions. One connected platform.
Accommodation
Manage your entire hotel programme from one screen. Allocate rooms, build rooming lists, track occupancy, and respond to changes without losing the thread.
- Hotel allocation and room-by-room management
- Live occupancy tracking across all properties
- Rooming list export in partner-ready formats
- Capacity alerts before you hit the ceiling
Transport
Build and manage every transfer route, vehicle assignment, and passenger manifest. Dispatch with confidence and track progress in real time.
- Route planning and vehicle scheduling
- Passenger manifests with guest profile links
- Driver assignment and dispatch flow
- Live transfer status across all routes
Ticketing
Manage your full ticket inventory — by session, tier, and programme — with QR distribution and real-time redemption tracking built in.
- Session and tier-level inventory management
- Guest-linked QR code generation and delivery
- Programme-level allocation controls
- Redemption tracking and door-scan status
Guest Management
Register guests, manage approvals, and track check-in status from first invitation to event day — with everything linked to their hotel and transfer record.
- Branded registration forms and approval flows
- QR check-in with real-time scan log
- Guest profile linked to hotel, transfer, ticket
- Communication log and dietary / access notes
Operations
Coordinate your team, assign tasks, track progress, and surface blockers — all within the same workspace as your accommodation data.
- Task management with team assignment
- Priority flags and deadline tracking
- Cross-module issue linking
- Activity log and full audit trail
How It Works
From first brief to final debrief.
01
Structure your event
Define hotels, transport routes, ticket tiers, and guest programmes. Everything connected from day one, no imports required.
02
Operate in real time
Live dashboard, instant alerts, whole team sees the same data at the same moment. No version confusion, no stale files.
03
Close with confidence
Financial reconciliation in one view, full audit trail, debrief-ready reports. Everything you need to close cleanly and learn fast.
The Platform
Built for the complexity of real events.
01
Real-time across your whole team
Every update — a room reassignment, a transfer confirmed, a guest checked in — propagates instantly. No sync delay. No refresh needed.
02
Role-based access for every seat
Finance sees budgets. Logistics sees manifests. Leadership sees the full picture. Access is scoped precisely — no over-exposure, no information black holes.
03
Enterprise-grade, multi-tenant
Organisations, events, and regions are fully isolated. Run multiple programmes simultaneously without data bleed between them.
Intelligence Built In
Where the platform does the work.
Event operations shouldn't be a spreadsheet chase. Two core engines do the heavy lifting across programmes, capacity, and guest experience — so your team focuses on decisions, not data entry.
Core Engine 01
Programme Builder
Build the guest experience end-to-end.
Design multi-day programmes for VIPs, athletes, sponsors, or delegations — with activities, accommodation, transport, and dining linked by day.
- Multi-day schedules per guest segment
- Activities, accommodation, transport and dining linked by day
- Clone, template, and bulk-apply across groups
- Master schedule view and coordinator reports
Core Engine 02
Auto Allocator
Capacity allocated, not micromanaged.
Guests assigned to rooms, ticket sessions, transport and activities by rules — respecting capacity, preferences, and quotas. One click to generate, fully editable after.
- Rooms, sessions, transport and activities allocated by rules
- Respects capacity, preferences, and quotas
- One-click generation, fully editable after
- Bulk itinerary generation from allocations
White-Label Enterprise
Your operations. Your brand. Our platform.
Harpaston can deploy as a fully branded workspace for enterprise clients — every surface in your identity, every domain on your infrastructure, every report in your voice. One platform running under your name.
Talk about a white-label deploymentHow we approach this
One source of truth, always.
Accommodation, transport, ticketing, guest management and operations share the same data layer. No reconciliation runs, no version conflicts — the foundation behind every Harpaston decision.
Read the full approachGet Started
Plan your next event on Harpaston.
Tell us about your event programme. We'll show you how Harpaston fits the way your team works.