How the North Texas Tribute Jam saved 110 hours’ planning time thanks to OnePlan

See how Evelin Costa used OnePlan to streamline logistics and enhance efficiency for her and a dedicated team, for the North Texas Tribute Jam.
North Texas Tribute Jam
North Texas Tribute Jam
2,000

attendees

30

vendors

130

volunteers

The North Texas Tribute Jam is an annual fundraising music festival hosted by the City of Lewisville, benefiting Cloud 9 Charities’ Bedtime Rescue program, which provides emergency accommodation for families in crisis. The event draws over 2,000 attendees to enjoy 10 hours of non-stop music from 9 tribute bands across 2 stages. 

Cloud 9 Charities led the initiative, in partnership with Daren Watkins, Events Manager for the City of Lewisville. It was an event that required accurate planning, and was delivered super smoothly by event organiser Evelin Costa who led the on-site operations, artist management, marketing and more. She used OnePlan to streamline logistics and enhance efficiency for her and a dedicated team. 

“Organising an event as ambitious as the North Texas Tribute Jam was no small feat. It was a day packed with excitement—and planning required precision and teamwork,” Evelin says.  

“As the organiser, I knew that pulling off an event of this scale needed careful planning and the right tools. Using OnePlan’s software made a huge difference, helping us stay on top of all the moving parts and ensuring that every detail was accounted for,” she adds.

Smooth running with vendors, sponsors and volunteers

OnePlan was Evelin’s go-to solution for planning and executing the festival: “The site mapping tools allowed us to design the layout with ease, adding all our stage, AV and production needs managed by CK Productions, as well as placing vendor stalls, food trucks, VIP Area and two performance areas strategically to create a seamless flow for attendees.”

To serve the 2,000+ attendees, the North Texas Tribute Jam had 30 vendors, 4 food trucks, 13 sponsors and 130 volunteers. “On the day of the event, everything ran smoothly,” Evelin says. “Vendors had clear guidance, and having an on-site coordinator ensured any last-minute issues were resolved quickly.”

North Texas Tribute Jam Event Plan

With so many moving parts to coordinate, Evelin’s grateful for the substantial time-saving and efficient planning that OnePlan made possible. She estimates it saved her team almost 15 days, or 3 working weeks, as well as cost savings.

“Using OnePlan saved us at least 110 man-hours,” she says. “If done manually, the planning would have been much more expensive, needing extra hires we couldn’t afford and taking more time.”

Simpler collaboration with the City Council

A key factor in the successful event was how Evelin used OnePlan to streamline the planning and approval process with the City of Lewisville. She says: “As a charity, Cloud 9 relied on volunteers, including myself, contributing at least 3 hours daily for 5 months alongside other board members. We had just 2 weeks to complete and submit it to the City Council, where OnePlan truly made a difference.”

This city council collaboration involved multiple departments at the City of Lewisville to ensure all event stakeholders were using the same live plan. This collaboration with the local government teams in OnePlan brought additional benefits for all, including a quicker approval process.

Evelin says: “Working with the City of Lewisville’s Health and Safety Department was  much simpler thanks to OnePlan. Being able to share detailed plans for roadblocks, crowd control, and traffic management meant we got the necessary approvals quickly and without headaches. And the Fire and Police Department had a print version of the OnePlan map!”

North Texas Tribute Jam

The huge time saving that Evelin achieved meant she could focus much more time on the creative side of the North Texas Tribute Jam. She says: “We only had five months to plan and execute everything. YES! OnePlan came to the rescue, freeing up tons of time for us to dive into marketing our exciting new event!”

This was super important as the event wasn’t just about great music – it was about giving back to the community. Proceeds supported Cloud 9 Charities’ Bedtime Rescue program, which assists at least 30 families in crisis each month by securing emergency accommodations.

"Working with the City of Lewisville’s Health and Safety Department was much simpler thanks to OnePlan. Being able to share detailed plans meant we got the necessary approvals quickly and without headaches"

North Texas Tribute Jam Logo

Evelin Costa

Event Organiser, North Texas Tribute Jam

Reducing the stress of planning events

The community came together in a great way, with a vibrant crowd at the North Texas Tribute Jam enjoying the ’80s and ’90s music, including headliner 1999 – The Legacy of Prince, and Dreams Unwind – A True Stevie Nicks Experience.

Sponsor activations were plotted in OnePlan, including six Ford Car Displays by Sam Pack 5 Star Ford Lewisville, Marty B’s providing a 360 Selfie Experience, and Prime Controls with an interactive photo booth. There were 30 vendors in the marketplace showcasing their talents, while 4 food trucks served everything from classic Texas BBQ to Funnel Cakes and unique culinary creations from ElCucuy Burritos.

“It was amazing to see months of planning come together in such a positive way,” Evelin adds. 

“For anyone planning a big event, I can’t stress enough how much having the right tools can help,” Evelin continues. “Using OnePlan saved us hundreds of hours, reduced stress, and let us focus on the creative and fun aspects of the event.”

“If you’re organising something similar, I hope the North Texas Tribute Jam inspires you to take the leap and create something unforgettable and amazing.”

Connect with Evelin on LinkedIn. 

To find out more about how OnePlan can save you hundreds of hours’ planning time, book a demo with our team here.