How Entertainment
Resource unified
2,500+ live events.
One platform built for AI, replacing years of manual workflows with a three-sided ecosystem.
String Quartet Booked
The Ritz-Carlton • Oct 12, 7PM
Integrated experiences unified under one platform
Native mobile apps shipped on iOS and Android
Performers managed in a single system of record
External tools needed for chat, contracts, and intake
The Context
A world-class agency running on spreadsheets
Entertainment Resource has spent years earning its place as one of the most trusted live entertainment agencies in the country. Their team curates more than 2,500 performances a year for brands like Hard Rock, Ritz-Carlton, and The W Fort Lauderdale, managing an elite roster of over 200 pre-vetted musicians, bands, DJs, and specialty acts.
But behind the scenes, the operation ran on a patchwork. Bookings lived in email threads. Intake forms were collected over different apps. Contracts were triggered manually. Client credentials were created by hand. Performer conversations bled across events.
Every growth milestone added more hidden cost: time lost, mistakes made, and a data foundation too fragmented to ever layer AI on top of. Ron Green, Entertainment Resource's founder, knew the business was ready for a bigger stage. The operations behind it had to be ready first.
2,500+ performances
Coordinated every year
200+ performers
Managed across events
Manual handoffs
Across intake, contracts, and chats
Industry Pain Point
The same problem is holding back the talent booking industry
Requests
Buried in email threads
Availability
Known by one team member
Contracts
Tracked in another tool
The pressure ER felt is not unique. Talent booking is still powered by relationships, taste, and trust. But the operating layer behind it is often held together by inboxes, spreadsheets, shared folders, text messages, and staff memory.
That creates a hard ceiling.
A client request comes in, but the details sit in an email thread. A performer is available, but only one team member knows. A contract is sent, but the status lives in another tool. A client asks for an update, and someone has to search across messages, forms, calendars, and documents before answering.
The larger the agency becomes, the heavier the coordination gets. More events should create leverage. Instead, they often create more admin work.
This is the pain across the talent booking industry: teams know how to deliver great entertainment, but their systems do not give them enough speed, visibility, or clean data to scale.
How Lucents Forward-Deployed the Solution
We did not start with a feature list. We started inside the operation.
Observe
Understand the real workflow
Translate
Turn pain into product logic
Ship
Test, adjust, and repeat
Most software vendors wait for instructions. They ask for requirements, estimate the work, then build what is written down.
Lucents worked differently.
From the first meetings with ER, we treated the project as an operating transformation, not a software handoff. We sat with the ER team to understand how bookings really move through the business: how a client request starts, how talent is selected, how contracts are sent, how performers confirm, how the team follows up, and where the work breaks down.
Then we forward-deployed engineering into the problem.
That meant working side by side with ER, turning operational pain into product decisions. We mapped the workflows. We challenged assumptions. We designed screens around real usage, not ideal diagrams. We built the roadmap, shipped working product, received feedback, adjusted the details, and repeated the cycle until the platform matched how ER actually operates.
This is what separates Lucents from other technology vendors
We were not only writing code. We absorbed the messy parts of the business, translated them into product logic, and gave ER a platform that could carry the weight of daily operations.
The result is more than custom software. It is a foundation that can grow from ER's internal system into infrastructure for the wider talent booking industry.
The Approach
One platform, three experiences, engineered to be AI-ready
Foundation sprint
We embedded with the ER team to map how events actually flow through the business. That discovery shaped a three-sided architecture: one system, three tailored experiences, with a single source of truth underneath.
Platform delivery
In Phase 1, we shipped the full ER Platform: an Agency Portal, a Client Portal, and a native performer app. Docusign integration, dynamic intake forms, and bulk gig offers replaced the manual workflows.
AI-ready by design
Every event, conversation, and contract now lives in one structured system. On top of this foundation, we are rolling out a Phase 2 AI roadmap: AI Audit, AI Task Allocation, and AI Performer Matching.
Deliverables
What Lucents built for ER
Agency Portal
ER needed more than an admin dashboard. The team needed one place to see the business clearly.
Before the platform, event details, client preferences, performer records, task status, contract status, and internal notes were spread across different tools and conversations. The team could still get the work done, but every booking required manual checking and constant context switching.
Lucents mapped the full internal workflow with ER, designed the operational structure, tested it with the team, and refined the dashboard around how bookings actually move from request to completion.
Lucents built the Agency Portal as ER's command center: real-time bookings, client and performer profiles, visual calendar, event lifecycle controls, task tracking, post-event feedback, and role-based access control.
- Visual calendar & scheduling
- Role-based access control
- Event lifecycle management
Client Portal
ER's clients needed a clearer way to request bookings, track event details, and stay connected without relying on long email threads.
Before the platform, too much client communication depended on manual follow-up. Booking requests, event updates, feedback, and history were handled across scattered channels. That made the experience harder for clients and heavier for ER's internal team.
Lucents designed a self-serve client experience that keeps booking activity, communication, history, and feedback connected to the right event.
Lucents built the Client Portal so venues and brands can browse availability, request bookings, track event history, communicate with ER, and submit feedback in one place.
- Self-serve booking requests
- Centralized communication
- Historical event tracking
Performer Mobile App
Performers needed a dedicated experience built around the way they work.
Before the platform, performers confirmed gigs, updated availability, and handled communication through scattered messages. ER had to chase confirmations, check availability manually, and keep performers aligned across every event update.
Lucents designed the performer workflow mobile-first, then shipped native apps on iOS and Android. The app gives performers a simple way to respond quickly, stay updated, and manage their relationship with ER.
Lucents built the Performer Mobile App with one-tap gig acceptance, availability syncing, in-app messaging, event details, and push notifications.
- One-tap gig acceptance
- Real-time push notifications
- Availability syncing
Built-in Automations
Contracts
Intake
Chat
Gig offers
One connected workflow
Every action stays linked to the right client, performer, and event.
ER needed to remove the handoffs that slowed down the team every day.
Contracts, intake forms, event chats, and gig offers were previously handled through separate tools and repeated manual steps. Each handoff created delay and risk.
Lucents connected these workflows directly into the platform, so every action stays tied to the right client, performer, and event.
Lucents built Docusign e-sign flow, dynamic intake forms with conditional logic, event-linked chat with threading, and bulk gig offers. These automations replaced the tools and manual processes the team had been stitching together by hand.
AI-ready Architecture
Unified schema
Structured context for every AI feature
AI Audit
Task Allocation
Performer Matching
ER could not move into AI while its data was fragmented.
AI needs structured context. Events, performers, clients, contracts, conversations, tasks, and feedback must live in a clean system before AI can audit, recommend, match, or automate.
Lucents designed the platform with structured data, modular services, and a unified schema across all three experiences.
Lucents built the technical foundation for ER's AI roadmap, including AI Audit, AI Task Allocation, and AI Performer Matching.
ER Transformation
From daily operational pressure to a platform built for growth
Before Lucents
ER was carrying too much operational weight. The team had the industry knowledge, but the system forced them to chase updates, reconcile details, answer repetitive questions, and connect tools by hand. Every event added more coordination pressure.
Lucents forward deploys
Lucents came in close to the work. We listened, mapped the pain points, designed the product direction, built the roadmap, shipped the platform, tested with ER, absorbed feedback, and turned daily headaches into working product logic.
After the platform
ER now has a platform to grow on. The internal team gets control. Clients get a clearer experience. Performers get a dedicated app. The business gets structured data, cleaner operations, and a foundation for AI.
Start with a foundation that can actually scale.
One conversation to see how Lucents can rebuild your operations for the AI era. We work with small and medium businesses that are ready to stop patching and start building.