Disruptions & playbooks
When a judge cancels at 11 PM, the plan is already written.
A judge drops, a ballroom floods, a truck dies outside Louisville. What separates a rough weekend from a disaster is whether the plan exists before the panic.
Best forEvent managers who get the 11 PM call- Free for up to 5 events
- Plans come from your playbooks
- Every resolution keeps its record
Something changed?
What happened?
Pick one. Every option below is a real scenario with a real plan behind it.
- Six starter playbooks from real touring recoveries
- Every resolution recorded — who, when, what ran
- Built by people who've taken the 11 PM call
How it works
Report it once. Work the list together.
Report the disruption
A drop, a venue change, a dead truck. Every admin is notified.
The plan reads the event
One playbook, sharpened by real facts: bookings, days out.
Claim and complete steps
The checklist sits at the top of the event page, for everyone.
Resolve with a record
The March fire becomes August's data, not a war story.
Starter playbooks
Six ways a weekend goes wrong, already written.
Judge drops close to the event
8 steps
No-show on event morning
5 steps
Venue moves us or the room changes
6 steps
Dates or day-of timeline shifts
6 steps
Truck breaks down between cities
6 steps
Storm threatens a travel weekend
5 steps
Make them yours
Adopt one and it stops being ours.
A starter playbook is a first draft. Copy it, reorder the steps, rewrite the wording, assign owners — from then on, that's what the plan proposes.
- Your version overrides the starter, permanently
- Steps carry an owner and an urgency
- Write your own from scratch for the weird ones
Judge or key staffer drops close to the event
Starter playbook- 1
Check for a backup already traveling to this event
Right nowStaffing coordinator
- 2
Call possible replacements, starting with people who said yes in the fall
Right nowStaffing coordinator
- 3
Screen the replacement for studio conflicts
Right nowEvent manager
- 4
Book replacement travel same-day
TodayTravel coordinator
Adopt it and it becomes your copy. We never edit yours afterward.
The call list
A “yes” in September is not a “yes” in January.
Mid-season, availability sheets are stale — so the call list ranks replacements by likelihood of a yes, then travel ease, then day rate.
- One-tap call, text, and email per candidate
- A pre-written message rides along
- People on overlapping events are shown, not hidden
Said yes to this weekend
Call these first — they already told you.
Silence isn't a no
Never asked, or the sheet went stale. Worth a call.
Said no
Respected absolutely — shown last, never auto-offered.
Built in the open
Built from real fire drills, not incident theory.
6
starter playbooks included
Drops, no-shows, venue changes, timeline shifts, breakdowns, storms.
1
playbook per disruption
The single best fit, adapted — never three merged into a wall of steps.
0
steps that don't apply
Nothing booked means no “cancel the bookings” step.
Product facts only — even the plain-language rule is enforced by a test that fails the build.
Fair questions
Fair pushback from people who've survived a few.
- We handle this by phone, and it works.
- Keep the phone — the call list is built around it. What the phone can't do: stop two people calling the same judge, or leave a record August can learn from.
- Is an AI deciding what we do in an emergency?
- No. The plan comes from your own playbook, filtered by facts about the event. Humans claim and complete every step. Nothing acts on its own.
- Our situations are never textbook.
- That's why playbooks are yours to edit — adopt a starter, rewrite it, or write your own from scratch.
- What's kept afterward?
- Who reported it, the plan that ran, who did each step, skip reasons, and who resolved it when. Receipts for August planning.
How the plan behaves
Details that keep a fire drill short.
- One playbook per disruption
- Timing changes the plan
- Steps that don't apply are dropped
- Claim, complete, or skip with a reason
- Checklist at the top of the event page
- Plain language, enforced by a test
- Every admin notified on their channel
- Roster updates immediately
- Resolved with a written record
Before the next one
Write it down while you still remember it.
The best time to build your playbooks is right after a weekend that went sideways. The second-best time is now.
- Free for up to 5 events
- No card required
- Cancel any time