Case study · Live events · festival

How Black Coffee ran a 15K-cap festival on a single platform.

Black Coffee's Open-Air at Hialeah Park, Miami Music Week 2026. Three stages, 15,000 capacity, six stakeholder personas, one weekend. Zero tools outside Atlas, Gateway, and Compass.

Migrated March 2026 · Showed April 2026

15K

Guests scanned in

14,982

Scans replayed from offline queue

Duplicate admits

Persona KBYG rollouts

Challenge

· Previous year's production ran on a stack of eight tools: Asana, Notion, Eventbrite, a fabrication-shop spreadsheet, DocuSign, Slack, a group text for production, and a clipboard at the gate.
· Advancing for a 60-person crew + 14-vendor supply chain required four people full-time in email threads for six weeks.
· Venue is known for killing cell signal once a crowd arrives. The previous year lost an estimated 8% of scans to a scanner app that couldn't queue offline.
· A single PDF KBYG was unmanageable across six distinct stakeholder personas (guest, artist, crew, vendor, sponsor, club) with wildly different information needs.

Solution

· Migrated to the ATLVS Technologies suite three months before show. One Supabase project, one single source of truth, one design system across internal + external + mobile.
· Authored one canonical KBYG in Atlas CMS. The Boarding Pass pattern rendered six different persona views from the same config: no PDF duplication, no sync drift.
· Crew installed Compass PWA from the URL. Zero App Store review. Scanner cached app shell + today's data before doors; queued scans during the signal dead-zone at peak.
· Vendor portal (Gateway) handled 14 vendors' COIs, W-9s, POs, and Stripe Connect payouts. Finance closed books on the Monday after show.

Outcome

15,000 guests scanned in. Zero duplicate admits, because a Postgres atomic UPDATE rejected the small number of double-scans cleanly.
Offline scan queue replayed 14,982 events on reconnect. No lost scans reported by the gate team.
Advancing time down from four FTE-weeks to one FTE-week. Deliverables model replaced email threads with typed rows + history.
Books closed 72 hours post-show. Last year: 21 days.

"The scanner worked when the signal didn't. That alone would have been worth the switch. The rest of it is that we now run production the way our finance team wants us to."

Production director, Black Coffee tour

Modules Used

AtlasGateway (6 personas)CompassEvent guides (Boarding Pass)AdvancingStripe Connect

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