For example, an insurance company was able to efficiently organize a multi-day event using Flexopus.

A large insurance company, which wanted to remain anonymous, was faced with the challenge of organising an employee event lasting several days with around 200 participants. To do so, they were looking for a digital solution that would centrally map all phases of the event — from preparation to implementation and dismantling.

With Flexopus, the company found what they were looking for and was able to organize their event in a structured and smooth manner, effectively combining the “Event Planning”, “Room Booking” and “Catering & Service” modules:

1st event: Module for organizing events with reservation of several rooms, inviting participants and direct integration of service providers.

2. Room booking: Module for easy reservation of available meeting rooms.

3. Catering & Services: Booking and administration of service providers — such as catering, technology or cleaning — including clear time frames, connected rooms and clearly defined positions.

The challenge

Events lasting several days require careful coordination of room availability, timely scheduling of service providers such as catering and facility management, and consideration of set-up and dismantling times. At the same time, it is important to keep track of responsibilities and the respective time frames so that unnecessary chaos does not arise.

The solution with Flexopus

1. Central event planning with room and service integration

The event was hosted by event module Laid out over several days. For every day, suitable Rooms booked and service orders How catering, technology or seating can be integrated. The overview of rooms, times, tasks and participants was thus centrally located in one place.

2. Structured preparation

For preparations, rooms were either directly via the simple Room booking reserved (e.g. for simple assembly work) or via the event module, when several rooms or services had to be coordinated at the same time. Even individual service orders such as hanging banners or filling refrigerators, could be set up independently.

3. Smooth implementation

On the day of the event, all modules intertwined: Event planning coordinated processes and schedules, while via the integrated Service & catering Module service providers such as cleaning, technology or catering were directly involved. All participants had transparent insights into their tasks and time frames via Flexopus.

4. Planned dismantling

Rooms were blocked again for dismantling — either via the Room booking for simple requirements or via the event modulewhen multiple services and areas were affected. Tasks such as dismantling technology or final cleaning were carried out via the Catering & Services module distributed efficiently.

The result

With Flexopus, the company was able to:

• Map all event phases centrally
• Seamlessly combine space and service planning
• Clearly distribute responsibilities
• Make the organization as easy as possible

conclusion

Flexopus turned a complex event into a clearly structured process — digital, clear and user-friendly.