A large insurance company 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 what it was looking for and was able to organize its event in a structured and smooth manner, combining the modules event planning, room booking and service & catering in a meaningful way.
The challenge
Multi-day events require:
- Coordinating room availability
- To plan service providers such as Catering & Facility Management
- Setup and dismantling times must be taken into account.
- Keeping track of responsibilities and timeframes
The solution with Flexopus
Central event planning with room and service integration
The event was set up for multiple days using the event management 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.
2. 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.
3. 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.
4. Planned dismantling
Rooms were blocked again for the dismantling – either via the room booking for simple requirements or via the event management modulewhen several services and areas were affected. Tasks such as dismantling equipment or final cleaning were efficiently distributed via the Service & Catering module .
The result
With Flexopus, the company was able to:
✅ centrally map all event phases
✅ seamlessly combine room and service planning
✅ clearly distribute responsibilities
✅ make the organization more efficient and transparent
Conclusion:
With Flexopus, a complex event became a clearly structured process – digital, clear, and efficient.
Option 2
Success Story: This is how an insurance company was able to efficiently organize a multi-day event with Flexopus.
Event planning, room coordination and services – all centrally located in one tool
A large insurance company faced the challenge of organizing a multi-day employee event with around 200 participants. For this, they sought a digital solution that centrally maps all phases of the event – from preparation to execution to dismantling.
With Flexopus the company found what it was looking for and was able to organize its event in a structured and smooth manner, whereby the modules Event planning, Room booking and Service & Catering were sensibly combined.
Event planning: Module for organizing events with reservation of multiple rooms, inviting participants and direct integration of service providers.
Room Booking: Module for easy reservation of available meeting rooms.
Service & Catering: 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:
- Coordinating room availability
- To plan service providers such as Catering & Facility Management
- Setup and dismantling times must be taken into account.
- Keeping track of responsibilities and timeframes
The solution with Flexopus
1. Central event planning with room and service integration
Each event day was planned via the event management module . Rooms and required services (e.g. Catering, technology, seating) could be assigned directly – all clearly arranged in one place.
2. Structured preparation
For setup and preparations, rooms and service tasks were specifically planned before the start of the event – such as hanging banners or filling beverage refrigerators.
3. Smooth execution
During the event, all internal and external participants had a clear view of their tasks. Services such as catering, cleaning, or renovations were coordinated and carried out on time.
4. Planned dismantling
The dismantling was also coordinated via Flexopus: with booked time slots and clearly defined tasks – from technical dismantling to final cleaning.
The result
With Flexopus, the company was able to:
✅ centrally map all event phases
✅ seamlessly combine room and service planning
✅ clearly distribute responsibilities
✅ make the organization more efficient and transparent
Conclusion:
With Flexopus, a complex event became a clearly structured process – digital, clear, and efficient.
.svg)
.svg)
.svg)
.png)
.jpg)
