One platform for nine awards programmes

The problem

Nine programmes, one cycle each year: a shortlist, finalists to confirm and chase, judging interviews, then an awards night with bookings and guests. All of it ran on spreadsheets, inboxes and the memory of a small team, and the same person did the same work nine times over.

How we did it

We learned how the team actually runs the cycle, then built one system that handles all nine programmes. It went live in September with the first region's shortlist and has grown week by week through the season since, each stage built just before it was needed. A monthly retainer covers hosting, fixes and what comes next.

What we built

• One place for the office to run every programme, from importing a shortlist to sending the emails that keep it moving.
• A private page for each finalist to confirm, send in what is needed and book their place.
• The awards-night side: bookings, guest details, venue lists and wine orders.
• Safety nets so nobody is emailed twice by mistake, and bounces and failed bookings are flagged to the team.

What changed

• Before: chasing from personal inboxes. Now: one screen, with a record of who got what.
• Before: bookings and guest details gathered by email. Now: collected online and ready for the venue.
• Before: nine programmes run separately. Now: run from one screen.