Digital asset portal for live event productions—centralized submission, review, and approval of audio, video, and presentation files.
The Challenge
Live event productions—galas, weddings, corporate conferences—require precise coordination of digital assets: walk-in music, presentation decks, testimonial videos, welcome montages. Collecting these files via email threads and shared drives led to version confusion, last-minute scrambles, and assets that didn't meet technical specs. Show runners needed confidence that what they had was the final, approved version before the event.
Our Approach
We developed a centralized asset portal where clients submit all production files for their event. Each event gets a unique access code, and clients upload audio, video, and presentation files directly to their dedicated space. Show runners and production staff review submissions, request changes, and mark assets as approved—all with full version history and automated notifications.
Key Features
- Event-Based Asset Portal: Clients log in with their event code and upload audio files, presentation decks, testimonial videos, and other digital assets to a centralized location
- Review & Approval Workflow: Show runners preview submitted assets and mark them approved, or request revisions with inline comments
- Email Notifications: Automated alerts notify stakeholders when files are uploaded, updated, or flagged for review
- Version Control: Full history of file changes ensures everyone knows which version is final and approved for the show
- Eliminated last-minute "which version is correct?" confusion on show day
- Gave clients visibility into exactly what assets had been submitted and approved
- Reduced email back-and-forth by centralizing all asset communication in one portal
- Enabled production teams to confidently prep shows knowing all assets were reviewed
The Results
Technologies Used
PHP, MVC architecture, JSON data storage, email notification system, session-based authentication