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Event Planning System — Preview
Organizer documentation for planning a convention from concept through an auditable EMS handoff.
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[!CAUTION] EPS is an organizer-only Preview. Expect contract and migration changes. Preview does not weaken authorization, privacy, accessibility, or audit requirements, and it is not an event status shown to attendees. Report problems through the partner support route. General Availability requires completed security, accessibility, recovery, migration, notification-delivery, calendar, and attendee-publication certification.
What EPS is
The Event Planning System coordinates pre-event work: departments, accountable owners, task dates, requirements and evidence, external meetings, agendas and minutes, reminders, risks, readiness gates, and handoff. It does not host calls, process registrations, run check-in, post Finance entries, or track physical custody.
Planning and Event Management are two lifecycle stages of the same event. A planning project may exist before an EMS event. Once linked, both use the EMS events.id and the canonical EMS catalog. There is no copied planning catalog and no two-way synchronization job.
Reading paths
| Role | Start here |
|---|---|
| Event director or planning administrator | Plan from concept to handoff |
| Department lead or contributor | Planning model and accountability |
| EMS/configuration reviewer | Link Planning and EMS |
| Meeting organizer | External meetings, agendas, and minutes |
| Workspace operator | Workspace routes and dialogs |
| EPS member or notification administrator | Reminder destinations and delivery |
| Safety or compliance lead | Convention readiness playbook |
| Security or support reviewer | Files, privacy, and Sanity media |
| Developer or auditor | Data, API, and standards reference |
Supported Preview workflows
- Create a proposed plan or link an existing event during creation.
- Define departments, tasks, milestones, requirements, evidence, meetings, risks, and gates.
- View dates as zoomable Gantt, month/week/agenda calendar, hierarchy/WBS, board, workload, scenarios, and an accessible table; export authenticated iCalendar or JSCalendar data.
- View canonical EMS tiers, inclusions, add-ons, tier links, and Event Shop records in the linked workspace.
- Create canonical inclusions and add-ons through an idempotent shared command, or submit reviewed change sets through the API.
- Attach a planning requirement to a canonical tier, inclusion, add-on, or shop listing.
- Keep operational email mandatory, then optionally mirror the same exact reminder cadence to a user’s linked Telegram private bot chat, verified Discord bot DM, and verified consented SMS number; keep these personal channels separate from administrator bot/webhook routes, digest content, and attendee SMS campaigns.
- Configure sequential or parallel requirement approval stages with quorum and segregation of duties; collaborate through threaded comments, mentions, reactions, and watchers.
- Upload files to Sanity through the API and retrieve protected files through authenticated opaque endpoints.
Preview limitations
Resource levelling, CalDAV round trips, attendee-facing planning, hosted conferencing, transcription, and legal/compliance determination are not General Availability promises. The .ics and JSCalendar endpoints publish meetings and due work; neither is a CalDAV server.
Completion check
You understand which records are planning overlays, which are canonical EMS truth, why only applied changes affect Rego, and where Preview limitations require manual review.