“Our Excel Setup Was Solid – Until It Started to Collapse”
Until a few years ago, Absolutely Fresh managed everything in Excel. Scripts, supplier lists, staffing plans – all documented across endless tabs. “At one point, we were working on projects lasting thirty days with thirty separate spreadsheets,” says Bram.
At first, that worked just fine. “Excel was a solid foundation. But then more colleagues joined, more suppliers were involved, and the events got bigger with multiple build-up days…”
Bram puts it clearly:
“It was like building a LEGO tower with just one brick at the bottom. Keep stacking more on top, and eventually it topples. That’s what happened to our Excel – it collapsed under its own weight.”
Another issue was Excel’s lack of real-time collaboration. “The planning was constantly changing, but colleagues or suppliers were sometimes working in outdated versions. And if someone accidentally overwrote something, you could lose vital information.” The need for a tool with user permissions and a single source of truth kept growing.
More Than Just a Replacement: A New Way of Planning
Once it became clear Excel was no longer fit for purpose, the team deliberately chose a new approach. Henrieke explains:
“We didn’t just want a tool to replace Excel – we needed a system that truly addressed our challenges.”
Together with the vPlan team, they built everything from scratch.
“What do we need? What’s nice to have?” – with those questions in mind, they developed a planning setup that fits them perfectly.
What made the difference for Bram?
“Trust. vPlan really thought along with us. It didn’t feel like we were just buying a tool – it felt like we were working together toward a shared goal.”
Overview from Ibiza: Real-Time Insight from Anywhere
Today, vPlan is the backbone of the organisation. “We always say: you should be able to manage the whole event from Ibiza,” Bram jokes. And now, they actually can.
Suppliers check in through the app, team members update statuses, and project leaders monitor progress live – all without being on-site.
“We work with statuses like ‘delivered’, ‘checked’, ‘completed’,” Henrieke explains. “That way, everyone knows exactly what still needs to be done.”
From Mental Notes to a Shared Structure
Bram vividly remembers how things used to be:
“A lot of the planning lived in my head – when suppliers needed to arrive, what had to be sorted when… But as you grow, that’s just not sustainable.”
vPlan helps the team record and share agreements and knowledge.
“We now manage ten festivals a year with changing teams. Thanks to vPlan, we follow one consistent way of working. That’s essential for both quality and a smooth process,” says Henrieke.
How vPlan Provides Daily Clarity
Each event has its own planning board. From the first permit application to the final build-up day, everything is scheduled in vPlan.
Each day has its own detailed plan, with tasks linked to staff members, suppliers or teams. Project leaders mostly use the list view to manage via statuses. External partners only see what’s relevant to them.
“If the delivery of trackway plates gets delayed by a day, you immediately see which other elements are affected,” says Henrieke. “You adjust the plan, and everyone’s instantly informed. That gives you real control.”
Impact On-Site and Beyond
vPlan doesn’t just work well internally – external partners also notice the difference.
“We no longer send emails with Excel version 49,” Bram laughs. “Suppliers just get access to the relevant parts of the plan and collaborate live on the schedule.”
Even during the build-up days, vPlan proves its value.
As suppliers arrive at the gate, they’re checked in. Delivery statuses are updated instantly. Project leaders see at a glance whether everything is on track and can take immediate action if needed.
Looking Ahead: Smarter, Broader, Better
The foundation is now solid. Bram says:
“With vPlan, we’ve built a planning model that the whole team supports. That gives us confidence for the future.”
Next up? Exploring how vPlan can support other internal processes across the organisation.
Conclusion: Building More Than Just Festivals
For Absolutely Fresh, vPlan isn’t just a tool – it’s become an essential part of how they work. It brings structure, peace of mind, and visibility – without getting in the way of creativity.
