How an insurance company was able to efficiently organize a multi-day event using Flexopus

A major insurance company, wishing to remain anonymous, faced the challenge of organizing a multi-day employee event for around 200 participants. They were looking for a digital solution that could centrally manage all phases of the event—from preparation and execution to teardown.

The company found the answer in Flexopus, which allowed them to organize their event in a structured and seamless manner by effectively combining the "Event Planning," "Room Booking," and "Catering & Service" modules:

1. Event: Module for organizing events, including reserving multiple rooms, inviting participants, and directly integrating service providers.

2. Room Booking: Module for easily reserving available meeting rooms.

3. Catering & Services: Booking and management of service providers—such as catering, technical support, or cleaning—including clear time slots, linked rooms, and well-defined line items.

The Challenge

Multi-day events require careful coordination of room availability, timely scheduling of service providers like catering and facility management, and consideration of setup and teardown times. At the same time, it is crucial to maintain an overview of responsibilities and specific time slots to avoid unnecessary chaos.

The Solution with Flexopus

1. Centralized Event Planning with Room and Service Integration

The event was set up as a multi-day schedule using the Event module . For each day, suitable rooms could be booked and service orders such as catering, technical equipment, or seating arrangements could be integrated. This kept the overview of rooms, times, tasks, and participants centralized in one place.

2. Structured Preparation

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

3. Smooth execution

On the day of the event, all modules worked in tandem: event planning coordinated workflows and schedules, while service providers such as cleaning, technical support, or catering were directly integrated via the built-in service & catering module. Everyone involved had transparent insight into their tasks and time slots via Flexopus.

4. Planned teardown

For the teardown, rooms were blocked again – either via room booking for simple requirements or via the event moduleif multiple services and areas were involved. Tasks such as dismantling technical equipment or final cleaning were efficiently distributed via the catering & services module .

The result

With Flexopus, the company was able to:

• centrally manage all event phases
• seamlessly combine room and service planning
• clearly define responsibilities
• make organization as simple as possible

Conclusion

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