Viable Smart Events, LLC · Est. 2018

Where operational excellence meets creative vision

We help organizations that produce complex experiences — from international sporting events to cultural festivals and performing arts — build the financial and operational infrastructure that allows creative vision to execute at its highest level.

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$20M+
Revenue operations managed
~$1.5M
Inventory flow in one deployment
1,000+
Orders processed per event
62
Locations managed simultaneously

What we offer

Managed Services

Back office support

We handle the post-event financial and data work your team doesn't have time for — so your operators can focus on the next event, not the paperwork from the last one. We deploy and manage the operational technology your team doesn't have time to configure — from scheduling and AP automation to cashless payments and inventory systems.

  • Post-event reconciliation
  • Invoice processing and coding
  • Budget tracking and variance reports
  • Inventory data management
  • Staffing cost tracking
  • Vendor and PO management
Advisory

Strategic consulting

We help you understand why your operation performs the way it does — and how to change it. Financial and operational strategy for organizations that produce at scale.

  • Post-event financial analysis
  • Pre-event financial blueprint
  • Season retainer advisory
  • Operational systems design
  • Onsite operational direction
Owned Platform

Viable Sync

Real-time inventory and multi-unit order management built for large-scale event operations. Replaces paper forms, radio calls, and manual Excel entry with a centralized, visible workflow.

  • Centralized warehouse control
  • Mobile ordering for all outlets
  • Real-time stock visibility
  • Tracked fulfillment and returns
  • Proven at BNP Paribas Open across 62 locations
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Services in detail

Who this is for: Operations & finance teams Founders & executive directors
Post-event reconciliation
Operations & finance teams
Your POS exports, invoices, and inventory records turned into a clean financial summary within 5–7 business days. Accurate, organized, ready for your accounting team. No more reconciling spreadsheets at midnight after an event.
Invoice processing
Operations & finance teams
Vendor invoices matched to purchase orders, coded to the right cost centers, and entered into your accounting system. Reliable, accurate back office execution without adding headcount.
Ongoing managed operations
Operations & finance teams
Monthly retainer covering budget tracking, inventory reporting, staffing cost analysis, and vendor management through your event season. Your team focuses on execution — we handle the back office.
Event autopsy
Founders & executive directors
A strategic deep-dive into your event's financial and operational performance. We identify where margin was lost, why it happened, and the specific decisions that need to change. Delivered as a clear findings report — not a spreadsheet.
Pre-event blueprint
Founders & executive directors
Budget modeling, purchasing frameworks, inventory planning, and staffing cost structure before your event. The financial architecture that turns creative ambition into an executable plan.
Season retainer
Founders & executive directors
Your fractional CFO and operations advisor through the entire season. Monthly strategic reviews, on-demand availability for critical decisions, and an end-of-season analysis that sets up the next year.
Viable Sync implementation
Operations & finance teams
Full platform onboarding, remote team training, and first-event support. Replace paper forms and radio calls with centralized, real-time inventory control — proven across 62 locations at BNP Paribas Open.
Onsite direction
Founders & executive directors
World-class operational expertise physically present at your event. For Latin American organizations ready to execute at international standard — with a post-event operational report included.

Who we are

Founder

Nicolás Calle

Founder of Viable Smart Events with over a decade of experience leading large-scale event operations and financial management across the United States and Latin America.

Most recently Accounting Director at the BNP Paribas Open in Indian Wells — one of the most prestigious tennis tournaments in the world — where the Viable Sync platform managed over $1.5M in inventory flow across 62 locations simultaneously.

This work isn't about spreadsheets. It's about giving the people who produce extraordinary experiences the operational and financial clarity to execute their vision — without the chaos undermining it.

BNP Paribas Open
Accounting Director · Indian Wells, CA
Led financial and operational oversight of units generating over $20M in revenue. Deployed Viable Sync across 62 locations managing ~$1.5M in inventory flow.
Tennis · Sports
SummerStage · Central Park
Venue Operations Manager · New York, NY
Supervised multidisciplinary operations for large-scale cultural events with teams of 30+ staff per show. Coordinated catering, vendors, signage, and operational execution.
Culture · Music
Great Performances
Financial Controller & Operations Manager
10+ years of financial and operational leadership across large-scale events in the United States.
Hospitality · Events
Fordham University
M.S. Business Analytics · Gabelli School of Business
Analytical foundation that underpins the data-driven approach to event operations and financial modeling.

Let's talk about your operation

A 30-minute conversation is enough to understand where you are and whether we can help. No pitch — just a real conversation.

Book a 30-minute call →