Events
PDF tools and e-signatures for event organisers
Get venue and supplier contracts signed, build delegate packs and exhibitor manuals, collect speaker and exhibitor forms and keep run sheets up to date. Server jobs run in London and files are deleted within 2 hours.
Try Business free for 30 daysSee how signing works
£6.99 per user a month, billed yearly · from 2 users
What event teams use it for
Built for the weeks before the doors open
Venue and supplier contracts, signed
Convert contracts from Word and send them for signature. Reminders chase each supplier, and the status shows who has signed before you confirm the booking. Signed contracts come back with a certificate that records when each supplier agreed.
Delegate packs and exhibitor manuals
Merge the programme, maps and venue information into one pack with page numbers, then compress it so it downloads quickly on a phone. Attendees can keep it on their phone for the whole event.
Speaker and exhibitor forms
Send speaker agreements and exhibitor forms to fill in and sign online, so details and consents arrive complete and on time.
Supplier certificates and risk assessments
Scan the insurance certificates and risk assessments suppliers bring on paper, and merge them into one file for the event safety plan. Expiry dates are easy to find again when the next event comes round.
Run sheets that stay current
Turn the run sheet spreadsheet into a PDF the crew can open on any phone, and compare versions to see what changed overnight. Everyone on site works from the same version.
Supplier invoices after the event
Invoice check on Business compares each supplier invoice with the order, so extras that were never agreed are spotted before payment.
Where Macaaw fits in event planning
An event of any size brings dozens of contracts, forms and certificates from venues, caterers, AV crews, speakers and exhibitors, all with deadlines. Macaaw keeps that paperwork moving. It is not an event management or ticketing platform; it handles the documents those platforms leave to email. It suits conference organisers, agencies, venues and festival teams alike.
Merging, filling forms and signing your own documents run in your browser. Conversion, comparison and compression run on our servers in London and the files are deleted within 2 hours.
Event teams grow and shrink with the calendar. On Business, members can be invited for a season and removed afterwards, allowances are pooled across the workspace, and saved workflows mean a new coordinator builds a delegate pack the same way as everyone else. Freelance crew can sign contracts and forms without an account.
Playbook
A delegate pack in four steps
One file every attendee can open on their phone.
Gather the parts
Drop in the programme, floor plan, speaker list and venue information, converting each to PDF.
Merge in order
Arrange the files in the order attendees need them and add page numbers.
Make it light
Compress the pack so it downloads quickly on a phone signal at the venue. Venue wifi is often busy, so smaller is better.
Share it
Email the pack or upload it to your event platform, and save the steps as a workflow for next time.
Business plan
One plan for the whole team
Planners, producers and seasonal staff on one plan, with allowances pooled.
£6.99per user a month, billed yearly · or £9.99 monthly
- 200 signature requests per user a month, pooled
- Up to 20 signers on each document
- 1,000 pages of text recognition per user a month, pooled
- 500 Office conversions per user a month, pooled
- Files up to 500 MB and 200 files in one task
- Members, roles, shared workflows and central billing
- UK serversServer tools run in London.
- Deleted within 2 hoursFiles from our tools, or the moment you press Delete.
- UK GDPRA data processing agreement on Business.
- Audit trailEvery signed PDF carries its signing certificate.
Questions
Event teams ask
Can suppliers sign without an account?
Yes. They open the link in the email and sign on any device. Only the sender needs an account.
Can we add temporary staff for a season?
Yes. Invite them to your Business workspace and remove them afterwards. You choose their role and what they can see.
How big can a delegate pack be?
On Business you can work with files up to 500 MB, then compress the pack to the size you need.
Can we see what changed in the run sheet?
Yes. Compare PDFs highlights every change between two versions page by page. It is included in Pro and Business.
What happens to signed contracts?
They are kept encrypted until everyone has signed and then for 30 days, so download the signed copies and file them with the event.
Can exhibitors fill in forms on their phones?
Yes. Send the form for signature with text and checkbox fields, and exhibitors complete and sign it on any phone or computer. You see who has finished and can remind the rest once a day.
Legal information on this page is general guidance for England and Wales, not legal advice. Scotland and Northern Ireland have their own rules, and deeds or documents that must be witnessed need extra formalities.
Paperwork done before the doors open.
Try Business free for 30 days with your whole team.