Achieving Growth
How Calgary Stampede Eliminated $100K+ Annual Waste with a custom Smartsheet Implementation
Canada’s premier entertainment venue transformed operations across multiple teams with Smartsheet, achieving a 25% YoY improvement in project completion through comprehensive PMO architecture and Smartsheet adoption across the organization.
25% Increase
In project completion YoY.
12 hrs Savings
Avg. per week per team across 5 teams.
50+ Active Projects
A 100% increase in usage and adoption.
Client: Calgary Stampede
Industry: Entertainment Venue (1,000+ employees, $500M+ revenue)
Challenge: Excel chaos, delayed & prolonged projects, $100K+ annual waste
Solution: Enterprise PMO + inventory & maintenance systems
Timeline: 12 months (Jan-Dec 2025)
Team: 3-person AOG implementation team
THE CHALLENGE:
Excel Spreadsheets Cannot Scale Enterprise Operations
Calgary Stampede, one of Canada's largest entertainment venues, faced a critical operational challenge: no centralized project management system, no inventory tracking, and no maintenance logging capabilities.
The Cost of Manual Processes
Multiple teams across the organization relied on disconnected Excel spreadsheets to manage:
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Project timelines
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Business services initiatives
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Venue maintenance schedules
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Non-perishable inventory tracking
The Impact:
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$100,000+ in annual waste from duplicated effort, manual data entry, and rework
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Projects were never completed due to a lack of visibility and accountability
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Missed deadlines affecting both customer experience and employee experience
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Failed previous Smartsheet adoption attempt due to a lack of structured implementation and change management support
The Breaking Point
With 1,000+ employees and $500M+ in annual revenue, Calgary Stampede had attempted to implement Smartsheet independently but encountered significant resistance. Teams continued reverting to Excel, creating data silos and eliminating cross-functional visibility. Leadership recognized they needed expert implementation support and structured change management to drive sustainable adoption.
The Solution: Purpose-Built PMO Architecture + Custom Management Systems
Amplify Operations Group designed and implemented a comprehensive Smartsheet ecosystem tailored to Calgary Stampede's unique operational needs.
What We Built
1. Project Management Office (PMO) Architecture
Deployed across Event Operations and Business Services teams with full lifecycle management:
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Standardized intake processes ensuring consistent project initiation
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Executive dashboards providing real-time portfolio visibility
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Automated status updates eliminating manual reporting overhead
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Cross-team collaboration frameworks breaking down departmental silos
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Project templates accelerating kickoff and reducing setup time from hours to minutes
2. Inventory Management System
Custom-built solution for venue management of dry non-perishable goods:
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Real-time stock level tracking across multiple storage locations
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Reorder point alerts preventing stockouts during peak event periods
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Usage pattern analysis enabling smarter procurement decisions
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Historical trend reporting for budget forecasting
3. Maintenance Log & Audit Program
Proactive maintenance tracking replacing reactive approaches:
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Scheduled maintenance task automation
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Completion verification workflows
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Audit trail documentation for compliance
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Technician assignment and workload balancing
Technical Scope
Sheets Created: 25 custom-configured sheets
Dashboards Built: 10 role-based dashboards (executive, project manager, operational)
Automations: Notification workflows and status update automations
User Deployment: 185 users across multiple departments
Training Delivered: 50+ hours (1:1, small group, and large group formats)
Workflows Redesigned: Complete project lifecycle from kickoff to closure
Smartsheet Capabilities Utilized:
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Intake forms with conditional logic
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Cross-sheet references and rollups
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Dashboard widgets (charts, metrics, reports)
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Automated notifications and reminders
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Role-based permissions and sharing
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Mobile accessibility for field teams
Why Not Off-the-Shelf?
Calgary Stampede needed more than default Smartsheet templates. The solution required:
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Deep operational understanding of entertainment venue workflows
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Custom architecture aligning to existing organizational structure
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Change management expertise addressing cultural resistance
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Hands-on training tailored to diverse technical skill levels
This level of systems thinking and implementation expertise is not available through DIY or freelance approaches—it requires dedicated partnership.
Implementation Approach: Agile Methodology Meets Lean Change Management
Phased Rollout Strategy
Amplify Operations Group employed a blended Agile-Waterfall methodology balancing iterative development with structured project management:
Phase 1: Discovery & Design (Weeks 1-4)
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Mapped current-state workflows across all teams
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Identified pain points, bottlenecks, and integration opportunities
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Designed PMO architecture and governance model
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Secured stakeholder buy-in through collaborative workshops
Phase 2: Build & Iterate (Weeks 5-20)
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Developed core PMO infrastructure
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Built inventory and maintenance systems
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Conducted iterative testing with power users
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Refined based on real-world feedback
Phase 3: Rollout & Adoption (Weeks 21-40)
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Phased user onboarding across departments
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Delivered 50+ hours of interactive training
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Provided hands-on support during the transition period
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Monitored adoption metrics and addressed friction points
Phase 4: Optimize & Expand (Weeks 41-52)
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Analyzed usage patterns and identified improvement opportunities
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Optimized workflows based on six months of operational data
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Documented best practices and governance standards
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Prepared roadmap for 2026 expansion
Change Management: Leading with Lean Principles
The critical success factor was not the technology—it was the people.
Calgary Stampede had attempted Smartsheet adoption previously and failed due to resistance from teams comfortable with Excel. Amplify Operations Group applied Lean Change Management principles:
1. Enable the Willing
Identified early adopters and empowered them as champions, creating peer-led momentum rather than top-down mandates.
2. Support the Resistant
Provided extra coaching and simplified workflows for teams struggling with the transition, meeting them where they were.
3. Demonstrate Quick Wins
Showcased tangible time savings and improved visibility within the first 30 days, proving value before asking for full commitment.
4. Hands-On Training & Tailored Onboarding
Delivered role-specific training rather than generic sessions:
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Executives: Dashboard navigation and reporting insights
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Project Managers: End-to-end workflow management
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Contributors: Task management and mobile accessibility
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Administrators: Governance, permissions, and maintenance
This adaptive, human-centered approach transformed resistance into adoption.
Results: Measurable Impact Across Operations
Quantified Outcomes
Operational Efficiency:
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25% year-over-year increase in project completion (more projects delivered on time)
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12 hours per week time savings per team through automated status updates and centralized visibility
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$100,000+ annual waste eliminated by reducing duplicated effort, manual data entry, and rework
Adoption & Scale:
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185 users actively using the system across Event Operations, Business Services, and Venue Management
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50+ active projects running in Smartsheet (up from 5 at the start of 2025)
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Growing daily and weekly active user counts indicate sustained engagement
Organizational Transformation:
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Improved cross-team communication through centralized project visibility
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Enhanced workload transparency, enabling better resource allocation
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Stronger accountability with clear ownership and automated reminders
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Faster decision-making through real-time executive dashboards
Return on Investment
While specific financial data remains confidential, Calgary Stampede’s decision to expand the engagement into 2026 validates the demonstrated return on investment. Organizations do not renew consulting engagements unless the value significantly exceeds the cost.
The $100,000+ annual waste elimination alone creates substantial payback, with additional value accruing from:
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Revenue protection (projects no longer falling through cracks)
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Customer experience improvements (on-time event delivery)
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Employee satisfaction (reduced manual burden)
Client Perspective
"This is exactly what we were looking for in our project management practice; it provides us visibility across all of the team levels as appropriate."
Why This Matters: What Calgary Stampede's Success Demonstrates
Proven Expertise in Complex Implementations
This engagement validates Amplify Operations Group’s capability to deliver enterprise-grade Smartsheet implementations for large organizations:
Systems Architecture Expertise
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Designed PMO infrastructure supporting 185+ users across multiple departments
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Built interconnected systems (PMO, inventory, maintenance) functioning as a cohesive ecosystem
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Established governance frameworks ensuring long-term sustainability
Change Management Mastery
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Overcame a previous failed adoption attempt through Lean Change principles
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Achieved growing user engagement despite initial resistance
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Delivered 50+ hours of tailored training, driving sustainable adoption
Scalable Solutions
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Architecture supports current operations while enabling future expansion
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2026 engagement expansion demonstrates built-in scalability
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Workflows adaptable to evolving organizational needs
Differentiation: Why DIY or Freelancers Fall Short
Complexity at Scale
Large organizations require systems thinking, not just Smartsheet technical skills. The Calgary Stampede implementation demanded:
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Cross-departmental workflow coordination
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Executive-level reporting alongside operational tracking
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Custom inventory and maintenance solutions
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Change management across 185 diverse users
Architecture Expertise
Building 25 interconnected sheets and 10 dashboards that function as a unified system requires enterprise architecture experience, not individual sheet building.
Change Management Support
The previous failed adoption attempt illustrates why technology alone does not drive transformation. Calgary Stampede needed structured change management to shift organizational behavior—something DIY and freelancers cannot provide.
Ready to Transform Your Operations?
Calgary Stampede’s 25% improvement in project completion and $100,000+ in waste elimination demonstrate what is possible when expert implementation meets organizational commitment.
If your organization is facing:
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Disconnected Excel spreadsheets are limiting visibility
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Failed previous technology adoption attempts
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Missed deadlines and incomplete projects
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Manual processes consume excessive time
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Lack of cross-team collaboration and accountability
Amplify Operations Group can design and implement a Smartsheet solution tailored to your operational needs.
Schedule a Consultation
Discuss your challenges with our team and discover how we can help you achieve measurable results similar to Calgary Stampede’s success.
Schedule a Call
Email: Bowen@amplifyops.com
About Amplify Operations Group
Amplify Operations Group specializes in enterprise Smartsheet implementations that drive measurable operational improvements. Our approach combines technical expertise, systems architecture, and change management to deliver solutions that organizations actually adopt and sustain.
Core Services:
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Smartsheet Consulting & Implementation
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Project Management Office (PMO) Design
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Workflow Automation & Process Optimization
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Change Management & Training
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Custom System Development