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

A large insurance company, which wishes to remain anonymous, faced the challenge of organizing a multi-day employee event with around 200 participants. To achieve this, they sought a digital solution that centrally maps all phases of the event – from preparation and execution to dismantling.

With Flexopus, the company found a solution and was able to organize its event in a structured and smooth manner, effectively combining the modules "Event Planning", "Room Booking", and "Catering & Service":

1. Event: Module for organizing events with reservation of multiple 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 management of service providers – e.g. Catering, technology or cleaning – including clear time windows, linked rooms and clearly defined positions.

The challenge

Multi-day events require careful coordination of room availability, timely planning of service providers such as catering and facility management, and consideration of setup and dismantling times. At the same time, it is important to keep track of responsibilities and the respective timeframes so that no unnecessary chaos arises.

The solution with Flexopus

Central event planning with room and service integration

The event was created for multiple days using the event module . Suitable rooms could be booked directly for each day, and service orders such as catering, technology, or seating could be integrated. The overview of rooms, times, tasks and participants was thus centrally located in one place.

Structured preparation

For preparations, rooms were reserved as needed either directly via the simple room booking (e.g. for simple setup work) or via the event module, if several rooms or services had to be coordinated simultaneously. Individual service orders, such as hanging banners or stocking refrigerators, could also be created independently.

Smooth execution

On the day of the event, all modules meshed together: The event planning coordinated processes and schedules, while the integrated Service & Catering module directly involved service providers such as cleaning, technology or catering. All participants had transparent insights into their tasks and timeframes via Flexopus.

Planned dismantling

Rooms were blocked again for the dismantling – either via the room booking for simple requirements or via the event modulewhen several services and areas were affected. Tasks such as dismantling equipment or final cleaning were efficiently distributed via the Catering & Services module .

The result

With Flexopus, the company was able to:

• Centrally map all event phases
• Seamlessly combine space and service planning
• Clearly distribute responsibilities
• to make the organization as simple as possible

Conclusion

Flexopus transformed a complex event into a clearly structured process – digital, transparent and user-friendly.