Event production

Fifty-five vendors and a load-in time that cannot move.

Pidgy is an AI email assistant for event producers. It sorts the show inbox before you open it, counts the days on every vendor confirmation you are still waiting for, drafts the chase in your words, and turns what you promised a client in a thread into work the whole crew can see.

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Gmail and OutlookYou click sendEU data residency

Today 3 of 16 done

Good morning.

Monday, 15 June

8 waiting on you·27 waiting on vendors·Load-in in eleven days

FocusWaiting
VNVenue wants the final floor plan by Wednesday1dLoad-in
AVAV supplier, still no confirmation on the second screen9dNot confirmed
CLClient signed off the run of show1dReturned
CTCaterer asked for final numbers2dReply
83 replies drafted · 16 stale follow-ups · 302 to triage

Illustrative data from no real production company

A working week, on average

EmailThe actual work
120+

business emails a day, per person. Perhaps six change what you do.

Radicati Group, Email Statistics Report
23 min

to get back to what you were doing after one interruption.

Mark, Gudith and Klocke, UC Irvine, 2008
28%

of the working week goes to email, before any real work is opened.

McKinsey Global Institute, The social economy, 2012

Everything is confirmed except the things that are not.

Fifty-five vendors, one date. The AV supplier said yes in April and nothing since. The caterer needs numbers. The venue wants a floor plan. Each of them asked once, in a thread that is now forty messages long.

It is that nothing counts the days against a load-in that cannot move. Three hundred a day in the last month, and the one that goes wrong is the one nobody chased in writing.

Pidgy does not run the show.

Four things it does before you have opened anything.

NLTrends: hybrid events in 2026Newsletter
TKTicketing: your weekly sales reportNotification
Venue wants the final floor plan by Wednesday ~30mLoad-in in 11 daysHarbour Summit
AV supplier, second screen not confirmed ~5m9 days waitingNot confirmed
RNPlatform release notes: badge printingNotification
WBWebinar: sustainable event cateringNewsletter

You only see what matters

Three hundred a day in the last month, and the ones that matter are the ones with a load-in behind them.

AV supplierSecond screen confirmation, asked twice9dFollow up
Stage builderSigned quote for the mainstage5dFollow up
CatererFinal numbers2dToo soon
Follow up · AV supplierDrafted

Dear Maarten, a short reminder about the second LED screen for the Harbour Summit. Load-in is in eleven days and I need a written confirmation to hold it in the floor plan. A one line reply is enough.

SendReady when you are

Follow-ups sorted for you

Which vendor owes which confirmation, how many days, and the chase already written in your words. You press send.

VNFrom Nadia LemmensVenue, Harbour Hall · this morning

Floor plan, rigging and the extra power

Rigging is fine as drawn. Two things: we need the final floor plan with the second screen position and the extra power request signed off by Wednesday, otherwise the electrician cannot be booked for load-in day.

Chase AV on the second screen
Sign off the extra power request and send the final floor planBy WednesdayNadia LemmensHarbour Summit
Final numbers to the caterer
Run of show approved

Emails become tasks

Who is asking, what for, and by when, lifted out of the venue's email and put on the list with the deadline and the show attached.

VNFloor plan, rigging approvedVenue
AVQuote, LED screensVendor
CLRun of show, approvedClient approval
STSigned quote, mainstage buildContract
INInvoice, catering depositInvoice
NLEvent trendsNewsletter

Emails categorised for you

Venue, vendors, client approvals, contracts, invoices, newsletters. Labelled on arrival, so the AV quote is one click, not a search.

Illustrative data from no real production company

And then the rest of the day.

Four more things Pidgy does between an email landing and the doors opening.

  1. Plan mode

    Your day on one side, the work on the other.

    You drag one into the other, and a week with a floor plan deadline and a site visit in it looks that way on Monday.

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    Plan mode click a task

    Unscheduled

    Final floor plan to the venue45m
    Extra power request, sign off10m
    Final numbers to the caterer15m

    Tuesday

    Client call, Harbour Summit
    Drop a task here
    Site visit, Harbour Hall
    Drop a task here
    Crew briefing
    Tuesday has two free hours. Three tasks want them.
  2. Replies

    Three ways to answer it. Or your own words.

    Every thread that needs a reply gets three, and they are the three things you would most plausibly say back given what the vendor or the client asked.

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    Reply to Nadia Lemmens

    “Can we push load-in to the afternoon? The morning slot has become expensive for us.” Nadia Lemmens, this morning

    Three likely answers click one

    Hold the morning
    Ask what expensive means
    Offer a compromise
    Write it yourselfAlways available
    Selected draft Edit

    Dear Nadia, I understand, but the afternoon does not give the stage builder enough time before rehearsal at six. We contracted the morning slot for that reason. If there is an extra cost, send it through and we will look at it.

    SendYou press it
  3. Contacts

    You already know who never answers. Now you can prove it.

    Every vendor becomes a contact, with how long they usually take and how often they opened the conversation. Next show, you know who to chase early.

    Start your free trial →
    ML
    Maarten LievensAV supplier, account manager
    Usually replies in5 days
    Answered first3 of 14
    Open with him2

    Who replied first

    YouSecond screen, second ask11 Jun
    YouSecond screen6 Jun
    MLQuote v228 Apr
  4. Ask Pidgy

    Or just ask it.

    “Which vendors are not confirmed for the Summit?” is a question you answer today from a spreadsheet you last updated on Friday.

    Start your free trial →

    Ask Pidgy

    Which vendors are not confirmed for the Summit?

    Pidgy

    Fourteen of fifty-five. The one that holds the floor plan:

    Second LED screen · AV supplierYou asked 6 June · 9 days, no replyOpen
    SBSam runs technical. Hand him the follow up?Delegate
    Ask anything about your mailbox→

Illustrative data from no real production company

Before you let anything near a client mailbox.

You click send

Pidgy drafts. It has no permission to send on your behalf, and there is no setting that grants one.

Hosted in the EU

Data residency in the EU, scoped per mailbox, DPA on request. Export or purge whenever you want.

It never deletes

Nothing is archived, moved, marked read or thrown away. Your mailbox is exactly where you left it.

Never trains on you

Correspondence builds your lists and your drafts. It is never used to train a model, ours or anyone else's.

Questions producers ask

What does it cost?+

Per mailbox, monthly. Every account starts with a 7-day free trial. The trial needs no credit card.

Does it replace our production schedule?+

It replaces the part nobody keeps up to date: what was asked, when, and whether it came back. The schedule, the budget and the run of show stay where they are.

Vendors confirm by phone and WhatsApp. Does it see that?+

No, by design. Pidgy reads the mailbox and nothing else. What you can do is reply to the thread yourself with one line, confirmed by phone, and the list updates.

What can it see, exactly?+

The show mailboxes you connect, and only those. Your ticketing platform, the shared drive and anything on a laptop are invisible to it.

Does it work in Dutch and French?+

Yes. It reads mixed language mailboxes and drafts in the language of the thread, which across fifty-five vendors will be both.

Our show mailbox is shared across the crew. Does that work?+

Yes, and it is the case where a producer replying from site stops being invisible to the office. Everyone sees what they could already see. Pidgy never widens access.

Try Pidgy on your own inbox.

Pidgy is open to everyone. If events are your trade, start a 7-day free trial, with no credit card needed.

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