The situation
Audi Awards is an annual celebration recognizing top dealers and retailers across Sweden. This year's event brought together just over 180 attendees for a three-day conference in Åre, distributed across three separate hotels and divided into multiple concurrent groups with an intensive schedule throughout each day.
People Partner, an experienced event agency specializing in large-scale conferences and immersive experiences, managed the production. Their objective extended beyond logistics: they aimed to create an experience where each attendee felt the event was personally tailored to them.
The challenge
With attendees spread across multiple hotels and participating in parallel sessions, a fundamental communications problem emerged: individuals needed targeted information without overwhelming everyone with irrelevant details. In a tightly-scheduled event with simultaneous programming tracks, miscommunication directly translated to wasted time.
People Partner needed to:
- Deliver personalized schedules to specific attendees while avoiding confusion
- Centralize practical information without generating repetitive questions
- Provide real-time updates to particular groups when schedules shifted
- Enable post-event engagement and feedback collection through the same channel
How they used Ventla
Each attendee accessed an individualized schedule aligned with their assigned group, activities, and hotel location, eliminating the need to navigate irrelevant programming.
All logistical details (transfer schedules, dining reservations, dress codes, accommodation information) were consolidated within the app, substantially reducing recurring questions. Individual profile sections displayed hotel assignments and chosen activities, minimizing ad-hoc inquiries to the production team.
Push notifications delivered time-sensitive updates about transfers and schedule modifications. The same system distributed post-conference surveys while experiences remained fresh in attendees' minds.
The result
Despite managing three hotels, concurrent programming tracks, and an ambitious schedule, attendees experienced a well-organized, personalized event. The production team redirected energy from answering routine questions toward activities requiring genuine human engagement.
For Audi Sweden, the conference achieved its intended purpose: celebrating top partners rather than functioning as a complicated logistics exercise.
"For a project of this scale, Ventla was the obvious solution for streamlining communication and ensuring all attendees had easy access to the information they needed."