Case Study: Startup Grind achieves streamlined, on-the-go event planning with Airtable

How an on-the-go organization built an ever-evolving events planning system

Startup Grind, a global community of entrepreneurs with over 600 chapters that runs two international conferences a year, needed a reliable way to coordinate complex event logistics across speakers, volunteers, designers, and attendees. Managing hundreds of speakers, multiple stages, and last‑minute changes with spreadsheets and docs was inefficient, so Startup Grind turned to Airtable as the central planning platform to collect speaker info, run agendas, and coordinate teams.

Airtable was implemented with speaker intake forms, linked “Speakers” and “Agenda” tables, stakeholder‑specific views and shared view links, attachments, templates for volunteer tasks, and record commenting. The result: a single source of truth that lets team members work independently, reduces unnecessary emails and calls, and makes it easy to manage roughly 175 conference speakers and multi‑stage schedules across two‑day events. Airtable’s views and collaboration features gave Startup Grind faster, more organized execution and clearer communication across internal and external stakeholders.

Startup Grind

Grace Lancaster

Event Coordinator