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Process optimization for the event industry

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Event planning can be chaotic. Structured processes and future-oriented technologies make workflows clearer. Increase event quality and reduce pressure. Sebastian Waack perfects your event management.

The event technology industry is dynamic by nature. Misunderstandings, lack of documentation and last minute changes can affect the experience.

This is exactly where process optimization comes in. Sebastian Waack has a keen sense for the nuances of the event industry. He specializes in aspects such as employee development, advanced technology integration and quality control.

Imagine every event being executed flawlessly, with every aspect meshing together seamlessly. Fewer challenges, more enthusiastic faces.

Are you ready to reach the next level?


Work Results:

At a major music festival, Sebastian Waack introduced innovative communication tools to ensure seamless collaboration between organizers, technicians and artists, ensuring that the event ran smoothly.

Sebastian Waack implemented an intuitive documentation system for a renowned event technology company, which enabled employees to record processes transparently and consistently, thereby speeding up the induction of new team members.

When organizing a national conference series, Sebastian Waack introduced a precise monitoring and reporting system, which enabled cost and quality issues to be identified and addressed at an early stage, resulting in a significant increase in customer satisfaction.

Solution 1


At events, it is important that everyone can talk to each other well. If this does not work, there will be problems at the event. Sebastian Waack presents programs that allow everyone to talk to each other quickly.

This makes it easier to talk about things or hold meetings. Sebastian also offers meetings so that everyone can work together better.

This means that everyone understands each other better and there are fewer problems when talking.

In the event industry, a lack of communication can be fatal. If the players are not on the same wavelength, the entire event suffers.

Sebastian Waack implements collaborative platforms that enable the exchange of information in real time. These systems facilitate discussions, meetings and feedback loops between event planners, technicians and artists.

In addition to the technology, Sebastian offers interdisciplinary workshops to deepen the understanding between the various players. This streamlines communication and keeps everyone in the picture at all times.

Solution 2


If important information is not well written down in event technology companies, this can lead to problems, especially when new people start or when everyone is expected to work the same way. Sebastian Waack uses a program that makes it easy to write things down, look them up and change them.

He also makes simple manuals and instructions. He gives courses so that everyone knows how the program works.

This makes the work better and everyone does it the same way.

The lack of clear documentation procedures can be problematic for event technology companies, especially when it comes to training new employees or standardizing work processes.

Sebastian Waack introduces specialized documentation software that makes it easy to create, track and update procedures. He also places particular emphasis on the creation of interactive manuals and instructions.

To ensure that these tools are used effectively, he organizes training sessions in which teams learn how to document processes efficiently. This promotes consistency and quality management.

Solution 3


If you don’t pay close attention to quality and money, an event can go wrong. This can make customers sad and cost money. Sebastian Waack uses good programs that show how a project is running and how much it costs.

He often checks to see how everything is going and talks to people about it. He also has a system to ensure that everything is good at the event.

This allows companies to work better and save money.

Without clear control over quality and budget, any event can quickly fall apart at the seams, which can lead to disappointed customers and financial losses.

Sebastian Waack uses advanced analysis and reporting tools that provide a detailed overview of the performance and expenditure of each project. He combines this with regular reviews and feedback meetings to identify any deviations at an early stage. In addition, he introduces quality audit systems to ensure that every aspect of the event meets the standards.

This precise monitoring enables companies to optimize their processes and avoid unnecessary costs.

What do I mean by...

More details about the building blocks

Process documentation

Process documentation in event technology: precision meets show. Every process clearly outlined, every technique under control. Plan events in a class of their own!

Quality management

Quality management in event technology: perfection meets performance. Every detail flawless, every technique top notch. Events that inspire!

Inventory Management

Inventory & supply chain management in event technology: synchronization meets reliability. Every piece of equipment checked, every delivery on time. Events without hurdles!


Digitalization in event technology: innovation meets practice. Every process digitally optimized, every technology in use. Events of the next generation!

Employee development

Employee development in the event sector: talent meets technology. Every skill promoted, every employee in focus. Teams that inspire!

The SW Solution Generator

What is currently the biggest challenge in your event company?

Real case studies of my work as a process optimizer in the event industry

An event company from Berlin was faced with recurring challenges when organizing large events. Complaints about technical faults, inadequate communication between teams and frequent budget overruns were the order of the day. Event technicians and event planners often seemed to work out of sync, resulting in costly last-minute changes.

To shed light on the situation, Sebastian Waack was commissioned to take a closer look at the company’s problems. In his analysis, he noticed considerable gaps in communication between the departments. There were no standardized processes for the preparation and implementation of events, and expectations and requirements were often unclear. There was also a lack of structured documentation of the technical equipment, which led to double bookings and unexpected deficiencies.

Sebastian recommended a combination of training, process standardization and the introduction of an event management system. He began with workshops for the entire team to emphasize the importance of clear communication and interdisciplinary collaboration. He also created a comprehensive manual containing step-by-step instructions for planning and implementing events.

The introduction of the event management system enabled employees to store all relevant information about an event centrally and update it in real time. This ensured that both technicians and event planners were always informed about the current status and last-minute changes could be avoided.

To ensure that the new system was used efficiently, Sebastian organized regular training sessions and monitored progress through weekly meetings.

Result: After implementing the proposed solutions, the event company from Berlin experienced a significant improvement in the execution of its events. Technical problems were reduced, communication between departments was smoother and budget overruns became less frequent. Customer satisfaction increased and the company was able to record higher profits thanks to more efficient working methods and optimized processes.

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  • 1. what is process optimization in the event industry?

    Process optimization in the event industry involves analyzing, improving and monitoring event processes – from planning to execution to follow-up – with the aim of increasing efficiency, reducing costs and improving the event experience.

  • 2 Why is process optimization important in the event industry?

    The event industry is fast-moving and highly dynamic by nature. Efficiency and precision are crucial to the success of any event. By optimizing processes, event professionals can ensure that every aspect of the event runs smoothly and successfully.

  • 3. how can a process optimizer help in the event industry?

    A process optimizer can help you analyze your event processes and identify opportunities for improvement. He can also help implement efficient workflows, introduce new technologies and provide training to improve your team’s skills.

  • 4. which problems in the event industry can a process optimizer solve?

    Some of the common problems in the event industry are inefficient processes, high costs, lack of planning and coordination, difficulties in complying with event standards and regulations (such as DIN 15920 for event technology) and a lack of participant satisfaction. A process optimizer can help to solve these problems.

  • 5 How can process optimization help to improve the quality of events?

    By improving event processes, introducing effective quality control measures and providing training for the event team, process optimization can help to improve the quality of events.

  • 6. how can process optimization help to reduce costs in the event industry?

    Process optimization can help to reduce costs in the event industry by reducing inefficient processes and waste. This can be achieved through the implementation of lean management principles and the use of modern event technologies.

  • 7. how can process optimization help to improve compliance with regulations and standards in the event industry?

    A process optimizer can help to ensure that your event processes comply with the relevant regulations and standards, such as DIN 15920 for event technology. This can be achieved by implementing suitable control and monitoring processes.

  • 8. how can process optimization help to improve participant satisfaction?

    A process optimizer can help to ensure that your event processes comply with the relevant regulations and standards, such as DIN 15920 for event technology. This can be achieved by implementing suitable control and monitoring processes.

  • 9. how can process optimization help to improve participant satisfaction?

    By improving event processes and providing a smooth and engaging event experience, process optimization can help increase attendee satisfaction.

  • 10. which technologies are used for process optimization in the event industry?

    Modern technologies such as digital event management platforms, IoT-based tracking systems and VR/AR can be used to optimize processes in the event industry. They can help to increase efficiency and improve the event experience.

  • 11 How can I start optimizing processes in my event company?

    The first step towards process optimization is to contact an experienced process optimizer. He can conduct a thorough analysis of your current event processes and create a customized plan for improvement.

  • 12. how long does it take until I see the benefits of process optimization?

    The time it takes to realize the benefits of process optimization depends on several factors, including the scope of changes required and the willingness of your team to adopt new processes. As a rule, however, improvements should become visible within a few months.

  • 13. is process optimization expensive?

    The costs for process optimization can vary depending on the scope of the project and the specific requirements of your company. However, a process optimizer will always aim to provide a solution that offers good value for money and ensures a positive return on investment.

  • 14 How can I ensure the sustainability of process optimization?

    The sustainability of process optimization can be ensured through regular monitoring and evaluation of event processes, continuous training of the event team and the involvement of employees in the improvement process.

  • 15 How can process optimization help to improve communication with participants?

    Effective communication with participants is an important aspect of process optimization in the event industry. By improving communication processes, you can ensure that participants’ expectations are met and that they are informed about all relevant event details.

  • 16 How does process optimization affect my business strategy?

    Process optimization should be considered an integral part of your business strategy. It can help you make your events more efficient and effective, which can ultimately lead to a better event experience and a stronger positioning of your company in the industry.