The Berlin Social Academy uses Sweap to coordinate 50 individual on-site and virtual events during an intensive week of events.
The Challenge
As part of the Berlin Social Academy, the coordination of up to 50 individual, sometimes simultaneous events in one week presents the team with major challenges in terms of registration, deregistration and keeping track of event cancellations.
The Solution
Thanks to Sweap, the Berlin Social Academy can efficiently organize multiple simultaneous events. The easy integration of links for virtual events and the real-time overview of the status of each event enable smooth event coordination. Sweap enabled the Berlin Social Academy to keep track of the status of all 50 events in real time, from registration to post-event follow-up.
The Berlin Social Academy is an annual event that lasts a week and comprises up to 50 individual events. This hybrid event requires precise coordination and management. Rebekka Hesse, responsible for event management, uses Sweap to master this complex task.
Faced with the challenge of coordinating up to 50 individual events within a week, Rebekka and her team relied on Sweap's comprehensive functions. The ability to plan each event individually while maintaining an overall view was crucial. The efficient organization of event registration, event communication, and guest management via Sweap enabled the team to cope with the high coordination effort and at the same time increase the number of participants compared to previous years.
The event overview of the Berlin Social Academy
Technical implementation & Participant journey
Some of Sweap's main functional groups were used specifically for the Berlin Social Academy in order to run the event series efficiently. In this case, the entire event was not advertised by Sweap, but by means of its own mailings. These mailings led interested parties to the Berlin Social Academy website, where an embeddable Sweap event overview displayed all events. From there, participants were directed to the Sweap registration pages of the individual events, where they could register.
Everything at a glance: the Sweap Dashboard
Each event was created individually in Sweap, using simple link integrations for virtual events. These links led the participants to the respective online platforms of the courses, be it Zoom, Microsoft Teams or other tools chosen by the speakers.
Event communication via Sweap played a crucial role in the participants' journey. Automated email notifications ensured a continuous chain of information - from confirmation and reminders to post-event feedback. This technical solution made it possible to ensure a personalized and engaging participant experience despite the complexity and scale of the event week. Sweap allowed for a seamless integration into the existing technical setup of the Berlin Social Academy.
Event communication per sub-event
The power of Real-time event overview
Sweap Insights offer the ability to monitor the status of each individual event in real time. This feature proved essential for quickly adapting to unexpected changes and communicating effectively with speakers and attendees. The transparency and control provided by the live data was instrumental in managing the complexity of the event week.
Thanks to Sweap, we now have a real-time overview of the status of all our events. This was a game changer for our planning reliability and has significantly reduced the organisational effort.
Rebekka HesseCommunity & Qualification Management, Berlin Social Academy │ vostel.de
Simplification of virtual and physical event coordination
By using Sweap, it was possible to coordinate both virtual and physical events with ease. The platform enabled flexible handling of event formats by providing simple link integrations for virtual events and detailed participant information for on-site events. This flexibility made it easier to adapt to the needs of participants and speakers and promoted a high participation and satisfaction rate.
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Thanks to Sweap, Rebekka and her team were able to master the logistical challenges of the Berlin Social Academy event week. The platform not only helped the team overcome logistical challenges, but also contributed to significant time savings and a reduction in support requests. The successful outcome underlines how Sweap improved the quality of the event and the experience of the participants and reinforces the Berlin Social Academy's decision to plan future events on this basis as well
With Sweap, we have managed to simplify the complex logistics of our event week and maintain a complete overview at all times. The tool has enabled us to successfully manage both face-to-face and virtual events.
Rebekka HesseCommunity & Qualification Management, Berlin Social Academy │ vostel.de
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Rebekka Hesse Community & Qualification Management, Berlin Social Academy │ vostel.de
