Flexibility, Foresight & Finding the Right Fit: Felipe Caputo on Elevating Events with Purpose and Partnership

From Family Celebrations to Global Stages

Felipe Caputo’s passion for events started early—watching his family host social gatherings sparked a love for preparation, connection, and the experience of shared moments. That spark turned into a career that’s taken him from hospitality and social events to Olympic-scale sporting productions, and now, into the corporate and nonprofit world as part of the Events Team at ILPA.

For Felipe, event planning isn’t just logistics—it’s strategy, intention, and a whole lot of listening. And it all starts with sourcing the right space.

How Event Planners Can Simplify the Sourcing Process

With so many variables to consider, choosing the perfect venue can be daunting. Felipe’s approach starts with identifying “mandatories” and “nice-to-haves,” building a sourcing strategy around flexibility, transparency, and trust.

That’s where event sourcing tools like Hopskip play a critical role.

“I rely on my network and partners like Hopskip (this is not a paid promo! 😄) to help me identify the perfect space. Seeing venues side-by-side is a tremendous help for making a conscious decision.”

By using intuitive event sourcing software, Felipe can filter for critical features, compare contracts, and keep stakeholders aligned—streamlining a process that’s often complex and high-pressure.

Hidden Costs & High Stakes: Budgeting with Clarity

One of Felipe’s most valuable lessons? Don’t underestimate the power of a clean contract. From included furniture to branding opportunities, it’s crucial to identify what’s in the fine print before surprises hit your bottom line.

To mitigate risk, Felipe always:

• Outlines every cost clearly in contracts
• Keeps a 5% contingency buffer in his budget
• Builds strong relationships with vendors to negotiate terms

Technology, Templates & Thoughtful Strategy

Felipe’s event tech stack ranges from CRMs and mobile apps to project management and marketing automation platforms. He also uses AI tools to boost creativity and efficiency during planning. But tools are only as good as the strategy behind them.

He believes in empowering planners with customized frameworks, templates, and clear workflows to avoid blind spots during the planning process.

Personalizing the Attendee Experience

Whether it’s connection cards or inclusive, sustainable design choices, Felipe never treats the attendee experience as one-size-fits-all. He encourages planners to consider:

• Optionality for different engagement styles
• Moments for natural networking (without over-programming)
• Experiences that reflect diversity, inclusion, and local culture

Overcommunication Is a Superpower

For Felipe, the real key to success is communication that’s proactive, repeated, and thoughtful.

“Present the plan. Confirm understanding. Rephrase as needed. The earlier you identify a misalignment, the easier it is to execute a backup plan.”

When It All Goes Off Script

Felipe recalls a large-scale event where a supplier underdelivered, leaving thousands of attendees affected. Instead of panicking, his team adapted quickly, streamlined operations, and pulled off a solution-focused pivot. It was a 21-hour day—but one that reinforced the resilience and teamwork at the heart of great event planning.

Measuring What Matters

While KPIs like attendance, engagement, and ROI are important, Felipe also values something less tangible: how people feel. Watching attendee body language and energy helps him gauge whether the event is truly resonating.

Advice for New Event Planners

Felipe’s advice for newcomers is rooted in generosity and teamwork:

“Be part of the community. Learn what’s new. And treat your suppliers like part of your team—they are critical to your success.”

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