For touring dance competitions
26 weekends.Countless events.Never-ending logistics.One place to run it all.
Staffing, flights, hotels, rooming, registration, inventory — and the P&L behind every event. One AI-powered system of record, from the first venue hold to the final invoice.
- Free for up to 5 events
- No card required
- Set up in an afternoon
- Staffing & travel
- Rooming & hotels
- Registration & payments
- Per-event P&L
- Financial dashboards & AI insights
- Inventory & QR load-outs
This weekend
Oct 17–18
Nashville Fall Classic
Staff
14 of 14 confirmed
Hotel
12 rooms · Gaylord Opryland
Truck
On schedule · docks 6:00 AM
Flights
13 booked · 1 needs you
P&L
$48.2k in · margin +34%
One thing needs you
Priya's Sunday flight home isn't booked — fares are climbing.
Illustrative demo — scripted numbers, real workflow.
The problem
Nine tools, one company, no source of truth.
Staffing in a spreadsheet, travel in an inbox, registration at a vendor, receipts in a folder someone will open in May. Nothing connected, nowhere for institutional knowledge to live — and no idea what any of it actually cost.
Staff availability — FALL 2026.xlsx
Last edited Sept 3. Is it still true?
TAW_Nashville_v7_FINAL_FINAL.docx
v6 is still in the group text
Delta Air Lines
9:14 AM
Your eTicket receipt — BNA ✈ SDF
Confirmation HXK9TR · Passenger 1 of 2…
17 emails, 3 airlines, one inbox
Q3 P&L — FINAL (Kelsey's copy).xlsx
Three copies. Three different totals.
Rooming list.xlsx
Who can't room with a judge?
Opryland invoice — scan_0043.pdf
Actuals live in a shoebox
Sat, Oct 18 at 11:52 PM
Nobody wrote it down
Day rates
Kelsey's doc. Kelsey is on a plane.
Gaylord Opryland Events
Tue
RE: RE: FW: room block??
Per my last email, the rate we can hold is…
The rate is in message 4 of 9
Gaylord Opryland
mobile
Yesterday at 4:12 PM
Transcription
“Hi this is Brandi with the room block the cutoff for your rate is um actually the fif— no sorry the…”
The cutoff date is in here somewhere
Kelsey · mobile
Outgoing · 7:23
Whatever got decided lives in that call
FREIGHT ZONES
SE → Ray
Midwest → ???
ask Kelsey!!
Redrawn every August, from memory
Nashville Fall Classic
- Timeline
- Brief 7:45 · Load-in 6:00 · Doors 8:30
- Roster
- 14 staff · 3 judges · all confirmed
- Travel
- 9 flights booked · 2 driving · 1 gap flagged
- Hotel
- Gaylord Opryland · 12 rooms · $189/night
- Freight
- Zone: Southeast · Ray Whitlock · dock 6:00 AM
- Finance
- Revenue $48.2k · Costs $31.9k · Margin +34%
AI insight
Louisville registrations are pacing 12% behind last year — flagged six weeks out, not after.
One record per weekend. Everyone sees the same one — and the numbers reconcile.
Illustrative demo — scripted numbers, real workflow.
How it works
Costs get captured where the work already happens.
Nobody codes an expense. You book the hotel block, assign the staffer, log the freight leg, count the drawer at close — and every one of those acts writes its own line, coded to the event and the brand it belongs to.
You do this
The ledger gets this
Block 12 rooms at the Gaylord
Lodging · NashvilleEst(4,800)Assign Marcus to Saturday + Sunday
Payroll · NashvilleEst(600)Log the Columbus freight leg
Freight · Columbus(2,150)Count the merch drawer at close
Merch sales · Nashville24,380
Nashville Fall Classic · P&L current before the truck is unpacked
Nobody coded an expense. Nobody typed a journal entry.
Illustrative demo — scripted numbers, real workflow.
P&L · builds itself
Nashville Fall Classic
- 98,426
Registration payments
$100,432 from 42 studios − $2,006 refunds
- 15,465
Merchandise sales
$24,380 sales − $8,915 COGS
- 2,635
Concessions
$4,120 sales − $1,485 COGS
- (14,328)
Travel
Flights $11,304 + cars & rideshares $3,024
- (9,500)
Venue
Signed contract · $8,000 hall + $1,500 AV
- (10,200)
PayrollEstimated
17 staff × day rates × 3 event days
Net · margin 64%
$82,498
A scripted demo with scripted numbers — but this is the shape: operations write the lines, merch counts and receipts fill in the rest, and the report is ready before the truck is unpacked.
The proof
Did Boise actually make money?
Every event gets a real report — registration net of refunds, travel, venue, payroll, merch COGS — recomputed from the operations that produced it. Not a reconciliation project in May.
- Budgets sit under the same numbers, so an overrun gets flagged the week it happens — not at close.
- Estimates stay labeled estimates until the booking or the receipt replaces them.
- Multiple touring brands roll up into one season table, and drill back down to the event tab.
When it goes wrong
It's Thursday night.A judge just canceled.
Managing fallout has never been easier. With automated company playbooks, your action plan is one click away — and every dollar it moves lands on the event's report.
Every scenario runs a real plan. Try one →
Something changed?
What happened?
Pick one. Every option below is a real scenario with a real plan behind it.
Assistant
Nashville Fall Classic · Oct 17–18
AI assistant
Ask the season a question
It reads your rosters, venues, timelines, and numbers — not a chatbot with your logo on it.
It proposes, you approve
Every change is a card. Nothing happens without your OK.
Some things stay human
Event dates and status are off-limits to it, always.
Everyone gets their own
Staff see their weekends. Drivers see their runs.
Try the chips below — every reply is scripted from real product behavior.
The modules
How the work actually gets done.
Each one runs a real part of the weekend — and each one writes to the same ledger, so doing the work and knowing what it cost stop being two separate jobs.
Getting started
Zero to season planning in an afternoon.
No sales call. No setup fee. Three steps.
Drop in your staff list
Import from wherever you store it now — columns map themselves, you just review.
Add your season
Effortlessly import your events — scan your website, upload a doc, or add them manually.
Run AI staffing & witness the magic
With a single click, AI generates the roster using your logic and all available information.
Switching
Don't rebuild your season. Upload it.
Coming from another platform — or a folder of spreadsheets? Rooming lists, travel worksheets, schedules, rosters: Herding Cats reads the documents you already have and builds your workspace from them.
Your old documents
Any formatRooming list — Spring 2026.xlsx
Merged cells and all
Season schedule v4 FINAL(2).docx
The real one, promise
Judge contracts.pdf
Scanned, slightly crooked
Travel worksheet — Kelsey's copy.xlsx
Formulas nobody remembers
reads them
Found in your files
26 events, February through July
43 people — staff, judges, drivers
12 hotel blocks with rates
31 flight itineraries
It all lands on one review screen — nothing saves without your OK.
you approve
Your workspace
Moved inSeason
26 events on the calendar
Roster
43 people, roles assigned
Hotels
12 blocks linked to weekends
Travel
31 itineraries matched to people
Season schedules, itineraries, rosters, and contracts import today — and the list keeps growing. Your originals stay yours.
On the roadmap
The rest of the competition business, already under construction.
Competition-day tools — scoring, tabulation, judging, and routine scheduling — are in active development. They'll live in the same platform, so the entire competition business runs in one place.
Bad news lands in email. Soon it'll land here too.
We're building integrations that will enable our AI to watch your inbox and chat channels — then proactively surface the problem before you know it exists.
Inbox · Kelsey Moore
Tue 9:12 PMGaylord Opryland · Block confirmation
12 rooms held through Oct 10…
Priya Anand · Re: This weekend
“I'm so sorry for the short notice — there's been a family emergency and I won't be able to make Nashville…”
Delta · Your Saturday itinerary
Confirmation #GH42XR…
Herding Cats · Nashville Fall Classic
Watching for anything that affects this weekend…
Before you move a season in
Walled off & secure
Your records never mix with another company's. Your proprietary data stays yours.
Roles match the org chart
Staff, truck drivers & coordinators each see only what they need to get their job done.
Proactive AI that never goes feral
Every change suggested by our AI agent requires explicit human approval.
Start your season
Your whole season, on one system
Start free with up to 5 events. Nothing to install, nobody to call.
- Free for up to 5 events
- No card required
- Cancel any time