Client: People in the Park – an eco and community festival in Salisbury

Team Size: 5 volunteer organisers

Challenge: Managing vendors, performers, stages, site layout, and the website with a small team

Organising a large community event can be a logistical nightmare – especially when your team is small. People in the Park, an eco and community event in Salisbury, faced this exact challenge. With just five volunteer organisers, managing vendors, performers, music stages, site layouts, and keeping the website updated was an overwhelming task.

“Before Eventplot, our admin felt endless,” says the team. “We were constantly sending emails back and forth, copying and pasting details, and juggling multiple apps. By the time we’d finished paperwork, we barely had any time left for fundraising, social media, or advertising.”

The Old Way: Multi-Step Madness

The vendor signup process alone involved multiple steps:

• Vendor emails to request a stall.
• We send them a document to collect details.
• Vendor returns the form and photos.
• We copy everything into a shared folder.
• Details are cut and pasted into an invoice template.
• Template is converted to PDF and emailed.
• Vendor details are manually entered into the website database.
• Photos are uploaded (and converted if needed).
• Website is manually updated to feature the vendor.


“It was all-consuming. One mistake, and the whole chain could break,” the team recalls.

The New Way: Streamlined with Eventplot

Eventplot has completely changed how People in the Park runs:

• Vendors apply directly via Eventplot, uploading pictures and logos straight to the database.
• Applications are quickly reviewed and approved.
• Invoices and receipts are generated and sent with a single click.
• Approved vendors are published automatically to the website.

“We no longer have to cut and paste, chase emails, or worry about mistakes,” the organisers explain. “The whole event management process has gone from a team effort to something one person can oversee, while the rest of the team focuses on growth.”

Results: More Time for What Matters

With Eventplot handling the admin, the team now has the bandwidth to focus on activities that directly impact the event’s success: fundraising, advertising, attracting new vendors and performers, and enhancing the overall experience for attendees.

“Eventplot hasn’t just saved us time – it’s transformed the way we plan the event. Everything is smoother, faster, and more professional,” the team says.

In short, what once took hours of coordination and constant admin is now managed efficiently, freeing the team to dream bigger and deliver better for the Salisbury community.

Bottom Line

For small volunteer-run events, Eventplot can be a game-changer. It turns an overwhelming administrative burden into a streamlined workflow, allowing teams to spend their energy where it matters most: creating an unforgettable experience for their community.