When everyone has to relay information
- Client↓
- Agency↓
- Hotel↓
- Supplier↓
- Agency↓
- Client
Every handover adds delay, rephrasing and a chance to lose context.
Why HEYVI?AV isn’t complicated.
AV isn’t complicated.
We’ve simply built too much complexity around it.
A schedule shifts. A speaker joins. A room changes. That’s normal: events are alive. Losing track every time something changes shouldn’t be.
One shared file changes everything.Sound familiar?
The latest email
« It changed yesterday. »
Programme_final_V3.pdf
« I thought they’d told you. »
WhatsApp · Event team
« Which is the latest version? »
Emails, PDFs, BEOs, Excel, calls… and collective memory.
The real problem
A hotel. An agency. A client. A supplier. And somehow, different versions of the truth.
The client knows the programme. The agency knows the expectations. The hotel knows the venue. The supplier knows the technical implications. But no one has the whole picture.
Information arrives too late, stays in an inbox or exists in several versions. It’s not a lack of skill. It’s a problem with how information flows.
The event moves forward. The file gets left behind.
One source of truth
Everyone working from the same file.
The request comes in once. The file becomes clearer and evolves with the event. Everyone keeps their role. Everyone stays in the loop.
When the file connects everyone
ClientAgencyHotelSupplier
HEYVIThe shared file
Information changes. Impacts are identified and points needing approval stay connected to the same file.
The source
Who said what, when and in which document.
The status
What’s requested, confirmed or still unclear.
The impacts
What has changed and which decisions are needed.
The right version? Look at the file.
From information to decisions
Forwarding a problem doesn’t solve it.
“The supplier says we need one more person.” Without context, it’s hard to decide. With the reasons, options and consequences, you can make a call.
You keep the decisions that belong to you.
The running order has changed.
Two stage changeovers now need to happen at the same time.
Option A · Add crew
One additional technician. An extra cost to approve, with both transitions retained.
Option B · Adjust the running order
The team stays the same. Two transitions are simplified.
The need is explained. The alternatives are clear. You decide.
Less friction. More event.
We can send rockets into space. But not always the right version of the brief to the supplier.
Knowing when the room is available, where the truck enters or how many people are speaking shouldn’t require an investigation. Good suppliers already know AV. HEYVI simplifies the work around it.
AI is a means
You didn’t come here for “more AI”.
You want less back-and-forth, less wasted time, fewer surprises and less to keep in your head. Above all, you want the right people to have the right information at the right time.
HEYVI structures your requests. An expert can help you make a sound decision. With HEYVI Live, you can also delegate coordination according to your chosen service and agreed scope.
Explore the services →We managed to turn a few microphones into an avalanche of emails. It was time for a different approach.
The problem wasn’t AV. It was everything we did around it.
HEYVI brings everyone together around the same file and moves the project forward.
Behind the scenes of AV
Pricing, choice and preparation: questions to ask before your event.
Read AV insights (in French) →