Managing a large-scale outdoor sports event like an Enduro mountain bike race is never just about spreadsheets. It involves real-time coordination, unreliable connectivity in the field, fast decision-making, and constant communication between teams spread across different locations.
To handle this, I built a fully custom event management platform consisting of a Progressive Web App (PWA) and a REST API. It is designed to act as the central system for race operations, covering task management, incident reporting, inventory tracking, and field-level financial logging. The goal was simple: reduce friction for crews working in unpredictable outdoor environments.
Key Features
AI-powered document processing
Event teams often deal with long PDFs, spreadsheets, and mixed-format documents that are hard to consume on mobile. I built a background processing system that takes uploaded files and extracts useful information automatically.
Using a multi-provider AI routing setup, the system generates structured, markdown-formatted summaries so crews can quickly understand what matters without reading entire documents. This runs asynchronously through queues so it does not block the system.
Natural language event management
Instead of forcing users into complex forms, I added a conversational input layer for managing event operations.
Users can write simple messages like:
• “Remind Sunil to check sector 3 tomorrow”
• “Spent 500 on fuel by Rakesh”
• “Incident: rider fell at the big jump”
The system parses these inputs, extracts intent and entities, and converts them into structured database actions such as tasks, financial entries, or incident reports. I also extended this with OCR support for extracting data from receipt images.
Task system with hierarchy and dependencies
I built a flexible task management system designed for real-world logistics. It supports nested subtasks and dependency chaining between tasks, with logic in place to prevent circular dependencies.
This helps teams clearly understand what needs to happen first and how different parts of the event workflow connect.
SaaS-ready licensing and quotas
The platform is built with multi-tenant SaaS support in mind. I implemented a licensing and quota system that enforces plan limits at the API level.
It includes tier-based restrictions, usage tracking, and automated email alerts for expiring plans, making it ready for real-world commercial use.
Live updates and WebPush notifications
To keep field teams updated without relying on constant manual refreshes, I built a live event activity stream combined with WebPush notifications.
Users receive instant updates for task changes, incidents, and direct messages directly in the browser, which is especially useful in low-resource environments where installing native apps is not practical.
Security and reliability
Since the system is designed for live event operations, I focused heavily on stability and security. The API includes strict authentication, abuse prevention, and automated testing across core workflows to ensure it stays reliable under real-world load.
Outcome
The result is a flexible, AI-assisted event operations platform that reduces manual coordination and improves response time in the field. It is designed to work even in challenging environments where connectivity and time are limited.
It helps teams focus less on managing tools and more on actually running the event.
