Use case · Event agencies

How Eva runs an event producer's inbox with Pidgy.

Eva produces a dozen events a year. Venues, vendors, speakers and clients all land in one inbox. This is how Pidgy flies for her.

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Works with Gmail & Outlook Data stays in the EU
Assistant to
Eva Pidgy, the AI email assistant, holding a task list
pidgy · Eva's event overview
🔍  Search clients… All clients Waiting on client
Solstice Summit · June 12
Contracting
AV contract · draft ready
Kepler Awards · September
Venue search
Venue shortlist Fri
Fieldnote Fair · October
Sponsorships
Waiting on sponsors
Aster Gala · wrapped
Wrapped
Debriefed ✓
7 events in production · 4 waiting on vendors · 1 site visit this week

Where production loses most time.

6h

Chasing vendors

Every week. Quotes, signed contracts, insurance certificates, riders: requested once, then chased across calls and follow-ups.

A real Friday email"Hi Marco, friendly reminder nr. 3: we still need the signed AV contract for the Summit…"
29

Run-sheet items hiding in threads

Found on day one. Mic requests, dietary changes, schedule shifts, all buried in reply-chains and memory.

Buried in a thread"…oh, and can we also get a wireless mic for the panel discussion?"
2h

Sunday triage

Rebuilding every event's vendor status from the week's mail before the Monday production call.

Eva, before Pidgy"The week before an event, my inbox was the run sheet."
Vendors · venues · clients

Pidgy, on the run of show.

01 · per event

One view per event.

Every production in one list: venue, vendors, client, budget stage, and the next action. What the Summit is waiting on, and from whom, without opening a single thread.

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Events in production
Solstice Summit · production
4 docs · 12 emails · 3 open tasks
64%
Kepler Awards · venue search
2 docs · 7 emails · 1 open task
38%
Fieldnote Fair · sponsors
6 docs · 4 emails · 2 open tasks
82%
Aster Gala · wrapped
8 docs · 23 emails · all done
100%
02 · vendor chasing

Quotes & contracts chase themselves.

Pidgy tracks which vendors have gone quiet: the AV quote, the signed contract, the insurance certificate. Each has a nudge drafted in Eva's voice, sent in 40 seconds between site visits.

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Waiting on others 3 waiting
MD
Re: AV contract, Solstice Summit
Marco Deen · waiting 6 days
6d
PS
Re: Catering menu
Petra Sol · waiting 9 days
9d
IR
Re: Speaker rider
Ivo Ram · waiting 3 days
3d
Pidgy drafted a follow-up
Hi Marco, quick nudge from our side: we're still missing the signed AV contract for the Summit. You can add it via your secure link. Happy to walk through the setup.
Follow-up sent
03 · automatic

Every request becomes a run-sheet task.

The "can we also get a wireless mic for the panel" on page 4 of a thread becomes a task with a deadline, delegated to production in one click. The run sheet builds itself.

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Inbox
SL
Marco Deen
2 min ago
Re: Solstice Summit, AV setup

Hi Eva, we can hold the date. We need the signed contract by May 2nd.

Could you send us the floor plan? High priority.

Priority detected. Tasks ranked & delegated.
Today, by priority
Send floor plan · BrightStage
TodayFrom email
Review AV quote · Solstice
Due May 2Delegated · Lena
Book the catering tasting
Due Apr 30
Prep the run sheet
Due May 5
2 to-dos created · 1 auto-delegated
04 · vendors love this

Vendors deliver via magic link.

Each vendor gets one secure link, no account: their own list with the contract to sign, the certificate to upload, the quote to confirm, deadlines visible. Event week stops starting with a chase.

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In your client's inbox
PO
Eva's team via Pidgy
to m.deen@brightstage.av
Mon 09:01
3 items we still need from you
Good morning Marco,
A short list is waiting for you below. Upload in place, no account needed. It takes about two minutes.
↩ Reply↪ Forward
BrightStage AV · your list
3 items · shared by Eva's team
Signed contract (1 missing)Upload
Insurance certificateUpload
Final AV quoteReceived ✓
Contract received · zero chasing calls made
05 · event week

The run of show, planned.

Load-in, rehearsals, deadlines and site visits dragged into calendar blocks. The week before the event runs from a plan, not from the inbox.

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This week
9101112
Mon
Standup
Tue
Client call
Wed
Review · AV quote
Thu
Reading
Fri
Deadline
Today · 4 tasks
✉Review the AV quoteest. 1 h · due FriReply
✉Counter-sign the venue contractest. 6 min · due tomorrowSign
✉Pay invoice 2026-0418est. 3 min · due FriPay
+Prep the run sheetest. 45 min · due MonYou
Wed · 10:00 → 11:00
Duration
Deadline
Fri · May 23
Remind me 15 min before
Added · Wed 10:00, deadline Fri

Eva's first season.

6.5h

per week back, measured over her first two months

29

run-sheet items recovered from threads on day one

0

vendor deliverables dropped since the list moved to Pidgy

40s

to chase a contract that used to take three calls

"The run sheet builds itself from the inbox now. Event week starts calm."

Eva · event producer, 12 events a year · composite of Pidgy's pilot users

Frequently asked questions.

How does Pidgy connect to our email?+
Pidgy connects to Gmail and Outlook with read access. It extracts vendor commitments, requests, and deadlines into the event overview. Nothing is sent without your say.
Is event and client data safe?+
Data stays in the EU and processing is GDPR-compliant. Contracts and certificates move through tracked vendor links instead of attachment chains.
Does it survive event week?+
Event week is the point. Pidgy triages while you're on site, keeps the vendor list current, and holds a chase draft ready for every open item.
Do vendors and speakers need an account?+
No. Each gets a secure magic link with their own list: what to sign, upload, or confirm, and by when. No login, nothing to explain during load-in.
What does it cost?+
Simple monthly pricing per mailbox, announced at launch. We onboard from the waitlist in order, so early joiners fly first.

Want your own prize-winning assistant?

Pidgy onboards from the waitlist, in order. Join now and you're at the front of the loft when the doors open.

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