A digital asset portal for live event productions: centralized submission, review, and approval of audio, video, and presentation files, all in one place.
The Challenge
Live event productions, galas, weddings, corporate conferences, all need precise coordination of digital assets: walk-in music, presentation decks, testimonial videos, welcome montages. Collecting these files by email thread and shared drive led to version confusion, last-minute scrambles, and assets that didn't meet spec. Show runners needed real confidence that what they had was the final, approved version before the event started.
Our Approach
We developed a centralized asset portal where clients submit every production file for their event in one place. Each event gets a unique access code, and clients upload audio, video, and presentation files directly to their own dedicated space. Show runners and production staff review submissions, request changes, and mark assets 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: A full history of file changes means 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
- Let production teams prep shows with confidence that every asset had been reviewed
The Results
Technologies Used
PHP, MVC architecture, JSON data storage, email notification system, session-based authentication