What does digital event organization really mean in a corporate context—beyond buzzwords and standard software? To find out, we spoke with two experts with practical experience: Michael Jenner (Head of Corporate Event Management) and Gabriele Rodopoulos (Event Coordinator, Corporate Event Management) from ERGO Group AG.
Both are responsible for a wide range of events – from internal conferences and hybrid formats to large-scale external events. During the conversation, it quickly became clear that digital transformation in event organization has long been a reality at ERGO.
“We have been working with a participant management tool for several years and have also used an event app for events. After this long-standing experience, we want to take the next step and further develop the systems,” says Michael Jenner.
Since March 2022, ERGO has been using the Mobile Event App from plazz AG and, since April 2023, the participant management system registr. With these two tools, the event team supports around 40 to 50 events per year with the app and as many as 100 to 120 events with registr – impressive proof of the strategic relevance of digital workflows.
“The first few years of experience with other tools were valuable. Now we want to become even more efficient and professional,” says Gabriele Rodopoulos.
The central tool for digital subscriber management
The introduction of registr was a logical step toward further development. Today, participant management is handled by a central system. Invitations are sent automatically and personalized. Registration data can be easily managed and updated. On-site check-in is efficient thanks to QR codes or name matching. Name tags can be printed immediately—although there is still room for improvement in terms of speed and print quality. Feedback management has also been digitized. Participants can conveniently submit their feedback online, which enables quick evaluation and follow-up. “We receive feedback from our participants via registr. This gives us immediate, actionable insights for future events,” explains Michael Jenner.
Real-time communication and mobile support with MEA
At the same time, the Mobile Event App (MEA) has established itself as an indispensable tool. It accompanies participants throughout the entire event. Even before the event, the MEA provides all the important information: the agenda, room plans, speaker profiles, and group assignments. During the event, it ensures flexibility and responsiveness. Push notifications provide real-time information about program changes, room changes, or additional content. After the event, the MEA becomes a platform for review and further communication.
Benefits for ERGO at the organizational level
The introduction of the two digital tools – registr and the Mobile Event App – has not only led to a noticeable reduction in operational workload at ERGO. It has also provided strategic impetus that goes far beyond mere process optimization.
The event team now benefits from an automated process that not only saves time but also reduces sources of error. Information about events, participants, and programs is centrally bundled, available at any time, and can be updated immediately as needed—a decisive advantage in dynamic event environments.
At the same time, the relationship with participants has intensified. Thanks to personalized content, direct communication, and digital interaction options, participant loyalty has been strengthened in the long term. Last but not least, ERGO’s digital event organization also contributes to the company-wide sustainability strategy: printed materials have been largely replaced—a step that makes sense both ecologically and economically.
The advantages at a glance:
- Increased efficiency through automated processes
- Better participant retention through personalized content
- Full control over participant data and registrations
- Seamless communication in real time
- Sustainability by eliminating printed materials
Intuitive use and high user acceptance
The reactions of participants are consistently positive. Particular praise is given to the intuitive operation of the Mobile Event App, its modern design, and the fact that all information is available in one place. Organizers also benefit: they have an overview of registration status, participant data, and feedback at all times. Last-minute changes can be implemented and communicated directly with minimal effort.
Future strategy: Digital event organization as a dynamic process
Digital event organization at ERGO is a dynamic process that is constantly being adapted and improved. Plans include an integrated QR code scanner in the app, expanded agenda functions for events with evening programs, and personalized participant profiles for each event. The integration of additional systems such as Eyepin and internal training for employees are also on the agenda. The fact that the collaboration with plazz AG is also convincing in the long term is demonstrated not least by the recent contract extension.
“The decision to extend our contract for another three years this year is based on the consistently positive experience we have had with the tools and your team,” explains Michael Jenner.
“I can wholeheartedly recommend plazz AG as a service provider.”
Conclusion: ERGO demonstrates how digital event organization can be successful
The ERGO example impressively demonstrates how digital event organization not only simplifies administrative processes, but also improves the entire event experience. The tools used create a new quality of communication, increase efficiency, and offer participants real added value. Companies that want to make their events future-proof and professional will find a proven, practical solution in registr and the Mobile Event App.
