A Process Refined by Experience
Shaped by 8+ years of live events — designed to protect your team’s focus and support you at every step.
Our process is clear, refined, and designed to adapt to your event and its specific needs.
Whether you’re ordering a single pod or 30 pods, adding branding or not, or implementing Booking Software on its own, we follow nearly the same proven stages — outlined in detail below — to ensure a smooth, well-coordinated experience from start to finish.
Before the Event
A clear, coordinated process — refined to remove friction before your event begins.
1. Event Alignment & Onboarding
We begin by aligning on all event details through a dedicated Onboarding Form, designed to capture and confirm every aspect of your order.
This form serves as the single source of truth for all teams involved. Based on your event needs, the form dynamically adapts — showing only the sections relevant to your setup, making it intuitive and easy to complete.
This structured approach allows our teams to efficiently coordinate logistics, invoicing, branding production, and booking software configuration.
A dedicated ZenSpace specialist remains in close contact throughout the process, guiding you through each step, ensuring all details are submitted on time, and supporting you whenever questions arise.
2. Design & Booking Setup Approval
If you choose to brand the pods and/or add ZenSpace Booking Software, we move into the following approval steps.
Pod(s) Branding
Once branding assets are received from your art team, our design team reviews all files for print readiness, ensures they meet printer specifications, and prepares realistic visualizations showing how the branding will appear on the pods.
These visuals are shared with your team for approval before moving into production, which is fully managed by ZenSpace.
Booking Page
In parallel, we configure your event-specific, branded booking page — adapting branding, pod quantity, and availability windows based on your setup.
The booking page is reviewed and approved by your team before going live. Each booking page has a unique URL on our domain, ready to be shared with participants ahead of the event or used for on-site QR codes.
3. Logistics & On-Site Installation
ZenSpace coordinates delivery of pods to the event venue via truck.
Show management or sponsors handle unloading and transport to the designated floor locations using a forklift or pallet jack.
Pods arrive fully branded and ready for installation by our team.
The ZenSpace crew unwraps, installs, connects, tests, and finalizes the setup on site to ensure everything is fully operational before the event opens.
Note: Show management or sponsors are responsible for providing electrical power (5 Amp plug per pod).
During & After the Event
Ongoing support during the event — and clear insights after it ends.
During the Event
Throughout the event, ZenSpace provides live operational support.
Our team can implement remote updates to booking pages and on-screen content and respond quickly to schedule changes or last-minute adjustments.
If ZenSpace Booking Software is enabled, organizers also have access to a real-time dashboard that provides visibility into pod usage and AI-powered highlights, including:
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Occupancy monitoring
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Open-door alerts
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Loitering detection
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Notifications if personal items are left behind
This allows event operators to stay informed and proactive without adding operational load.
After the Event
Once the event concludes, ZenSpace specialists handle pod dismantling and removal, coordinating a smooth and efficient breakdown.
If Booking Software is included, usage data and insights are then shared with the organizer, and detailed Booking Utilization Reports are provided, including:
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Total number of bookings
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Booking Utilization Rate (booked slots vs. available slots)
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Lead generation data such as user name, company, email, and phone number
These insights support future event planning and provide organizers and sponsors with clear, measurable ROI and valuable lead-generation data.
