We do have a Smartsheet event request form and stipulations that events must meet all required fields of that form and must be submitted within a specific time frame to be created, tested, and made live. Unless it's related to a critical or withdrawing account, we do not make exceptions.My organization uses two methods for tracking events once they are created:
1). We have at least one team member (usually the "planner") register for the event with a specific event code (usually related to their territory) that gives them a 100% discount. Yes, they are counted in the total number, but that is easily shown as a minor skew in final totals. This gives them a way to use the "Add to Calendar" function after they have registered for a shared or shared-view Outlook calendar. Then, they are able to send that invitation to an email address that anyone on our team can monitor which is connected to an account named after our team (for example, XYZ Calendar would be connected to firstname.lastname@example.org). That person or someone else from the team can accept the calendar invite and everyone on the team has access to see the calendar.
2). We enter information onto a Smartsheet tracker that is kept on our internal SharePoint page, especially if there are notes about the calendar event or if there are tasks that other people need to handle. If there are tasks for other team members associated with a calendar event, that row can be shared directly to them from Smartsheet.