This template has carried Shoptalk 2025 and Ai4 2025 at PingPong, then Ai4 2026 at ThinkingAI. I started it, and it came with me. I am planning the next show on it now. Here is how the page works.
The seams are where a show falls apart
Running a booth is five jobs at once. One person writes the run of show, a second owns the invite list and the dinner shortlist, a third builds the film, kiosk and pitch, a fourth works the floor for leads, and a fifth runs the follow-up two days later. I do three of them: the run of show, the invite list, and the follow-up. Design builds the film and the kiosk; sales works the floor.
Each of those jobs has a natural home, and they are all different homes. The plan sits in a doc, the lists in a sheet, the assets in a drive folder, the leads in the CRM, and the follow-up in the email tool. Each is a reasonable choice on its own, and together they produce the same result every time: two weeks after the show, the only person who can answer a question about it is the person who was there.
All five tools stayed. What I added is one page sitting in front of them.
One page per show, and the page is the index
Every show gets a Notion workspace with its own address, a database behind a template button. Opening it reaches everything built for that show: the plan, the contact lists, the asset kit, the lead table, the follow-up. Almost nothing lives on the page. The page knows where the rest of it is.
A folder holds files, and an index answers the question people arrive with: where is the thing I need right now, and is it the current version.
The same five sections, every show
Each workspace carries the same five headings in the same order, whether the show is next week or was last quarter.
Plan holds the run of show, day by day. Contacts holds who was invited, who confirmed, and who turned up. Assets holds the film, the kiosk build and the pitch playbook. Results holds what the booth produced. Outreach holds what happens once everyone has flown home.
Fixing the grammar costs a little flexibility and buys back two things. Nobody redesigns the container before each show, so setup is close to free: roughly 30 minutes duplicating a template, where building a container used to take two or three days. And anyone who has seen one show page can navigate every other one, including shows they had nothing to do with.
What carries between shows lives outside the show
The booth film, the demo kiosk and the pitch playbook were each written for a specific event. They are also the three things most likely to be needed again, so they sit in their own section, outside any one show.
So the fourth show starts from the third. The pitch playbook gets a diff, the film a new end card, the kiosk a new form target. Each show has cost less than the one before, as far as I can tell from running them. I have never put a number on it.
A link is a handoff
Because every artifact has its own address, I hand off work in one message with one link. Nobody explains where the file lives or which copy is current.
That is also why an agent can do the work. An agent cannot open a drive folder and use judgment about which of four similarly named documents is live. It can take an address, read what is there, and act. Once the plan, the lists and the trackers are addressable, I hand off the routine parts of running a show in a sentence: draft the outreach sequence from the plan, reconcile the badge list against the invite list, flag anyone on the shortlist who never arrived. Only the outreach draft runs today. The other two are designed and still unproven.
That stays out of reach while the material is scattered across five tools with five permission models. Give every piece an address first. Most people skip that part.
Three states, because most of the work is deciding
Shows sit in one of three states: upcoming, planned, past. Upcoming means dates are fixed and the work is live. Past means the follow-up window is open or has closed. Planned is the interesting one. It holds shows we have discussed with no dates agreed.
Keeping that state visible turns a vague conversation into a queue. A show sitting in planned for two months without dates is a decision nobody has made, and the board says so without anyone raising it in a meeting.
What this replaced
The project tool tracked tasks and stored nothing. The drive folder held every file in no particular order. And the CRM knew the leads without knowing where they came from. The rest lived in one person’s head, which worked right up until that person was on a plane.
Now one surface holds the material, and the page tracks the project without a second system to keep in sync. Sales never left the CRM. Only the entry point moved, which is why nobody had to be argued into it.
The test I use
Someone who was not at the last show should be able to run the next one from the page alone. That is the standard I hold the page to, and I have not yet had to hand a show over that way.
If they cannot, something important is still living in a head or a private thread, and the page has a gap in it. That is an easier problem than the one it replaced, because the gap has an address too.