One base coordinates live event scheduling , athlete metadata, and real-time website feeds
A subscription video service for a niche outdoor sport audience uses Airtable to plan its full fixture calendar, manage daily multi-region live playout schedules, track hundreds of athletes and their competition results, and push content updates to its website and e-commerce platform in real time.
The challenge
Coordinating a year-ahead international fixture calendar alongside daily live playout schedules across multiple regions required a system that could hold hundreds of athlete profiles, venue licensing details, and competition metadata in one place, while also serving that data to external systems in real time.
Manual updates across disconnected tools meant that any change to event logistics risked going out of sync with the public-facing website, the e-commerce clip store, and the production schedule, creating errors that reached subscribers.
What they built
Technical Operations, Marketing, Production, and Acquisition teams share a single Airtable base that spans fixture planning through to title delivery. Venue licenses, event schedules, and athlete profiles are all linked, so a schedule change flows through to the website via API and to the clip e-commerce catalog without manual re-entry.
An international data entry team maintains more than 50,000 records covering athletes and competitions. Those records feed directly into the subscriber-facing website UI through an API integration, and link to the e-commerce platform so that clip purchase availability stays aligned with live event outcomes.
The outcome
Technical Operations now run year-ahead fixture planning, daily regional playout scheduling, and real-time website updates from a single source of truth. The team eliminated re-keying between the scheduling system and the public website, reducing update lag and error risk.
Marketing and Acquisition can act on live event outcomes the moment they are logged, because the same records that drive scheduling also drive content availability and clip sales. The five teams involved operate from one shared base rather than coordinating across disconnected tools.
Inside the solution
Live event operations and content delivery
Events & Experience Management
- Year-ahead event and fixture planning with venue licensing
- Daily live playout scheduling and monitoring across regions
- Competition and athlete metadata management
- Real-time website content updates via API
- Athlete clip production and e-commerce fulfillment
- Coordinating complex multi-region live event logistics
- Maintaining accurate athlete and competition metadata for content sales
- Synchronizing event data with the website in real time
- Operational coordination across acquisition, production, and delivery
- Revenue from clip sales tied to event metadata
- Real-time content accuracy for subscribers
- Technical Operations
- Production
- Marketing
- Acquisition
- Website API
- E-commerce platform
Live event operations and content delivery
Plan a full year of fixtures, lock venue licences, run the daily multi-region playout grid, and track every athlete clip from capture to the store, all from one base where a schedule change flows straight through to results, clips and sync status. Automations open the playout slot when a fixture is added, release clips to the catalogue the moment a result goes final, and queue the website push when a fixture goes live, while Airtable AI drafts the cross-team ops brief, the incident handover and the store listing copy.
From year-ahead fixture planning to real-time title delivery
Start with the event contacts template
Layer in production and delivery tracking
Connect to external systems via API
FAQ
Frequently asked questions
All regional schedules live in one base as linked records, so a change to a fixture updates every dependent view and report at once. Teams in different regions see the same source of truth without maintaining separate copies.
Yes. The Airtable API lets you read and write records programmatically, so a website can query event and athlete data on demand. Changes made by the data entry team appear on the site immediately without a manual export step.
An international data entry team works directly in the shared base, with views and permissions scoped to their records. Linked tables enforce consistency: update an athlete profile once and it propagates to every event, clip, and sales record that references it.
The e-commerce platform is connected to the same base that drives scheduling. When competition records are finalized, the linked clip availability updates automatically, so subscribers can purchase exactly the content they watched without a separate data entry step.
Technical Operations, Production, Marketing, and Acquisition all share the base, with views and field permissions configured so each team sees only what it needs. A single shared base removes the coordination overhead of maintaining separate tools per team.