From a multitude of Excel spreadsheets to one central platform: how an educational and cultural institution in Zurich combines room hire, events and invoicing in a single system.
The company
Paulus Akademie is an educational and cultural institution that fosters encounters and dialogue. With panel discussions, lectures, seminars, conferences, exhibitions, educational and cultural trips, and webinars, it addresses topics of social and ethical relevance: evidence-based, interdisciplinary and open to all world views.
Since spring 2020, the academy has had its own event centre, which is open to institutions, companies and associations for internal and public events.
Starting point
Before Bp Event, events and room hire involved a great deal of administration. The team worked with various unconnected tools and numerous Excel spreadsheets. Processes relied heavily on manual steps and therefore on staff time.
Decision
The deciding factor was that Bp Event handles everything in one system: from the customer enquiry through participant management to invoicing, complemented by customer data, newsletters and dashboards. The full-service approach, support from Switzerland, existing reference customers and good value for money were further points in its favour.
“From the very beginning, we spoke the same language and felt well understood.”
Bp Event in everyday work
Today, every department at Paulus Akademie works with Bp Event and finds the relevant information in one central place, from room reservations to invoices for room hire and tickets.
- Room availability & reservations
- Participant management
- Ticketing via Ticketino
- Invoices for room hire & tickets
- Customer data
- Newsletter mailings
Seamlessly integrated
Bp Event is connected to Ticketino, the accounting system and the website of Paulus Akademie.
“The integrations with our accounting software, Ticketino and our website show how flexible Bp Event is and how well it fits into our system landscape.”
Result
- Plan faster, run more events. More events without losing track - resources included.
- Answers at the touch of a button. Available rooms and costs can be seen at a glance at any time, and invoicing runs efficiently.
- Fewer errors, less coordination. A single, shared data source for everyone involved replaces manual steps and follow-up questions.
- Noticeably less stress. Automation takes the load off the team. The software runs reliably and is available at all times.
Working with MDAS
The roll-out was clearly structured, from onboarding to implementation. The team particularly values how easy MDAS is to reach, the support straight from Switzerland and the swift handling of requests.
“Working together is uncomplicated and feels like a true partnership. You can tell that our needs are taken seriously.”
Advice to other event businesses
“Do you really still have that many resources to spare?” With Bp Event, many processes can be centralised and automated. This saves time, reduces errors and frees up capacity for the work that really matters.
