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How Farum Arena transformed their event planning

Let’s take a look at how we helped Farum Arena change their way of overseeing and preparing events. From a manual pen-and-paper system to an efficient easy to use solution.

Farum Arena is a multi-purpose arena that hosts various sports events like basketball and handball matches or gymnastics events. The arena can host around 3.000 guests and has 5 different halls for use.

Location: Copenhagen, Denmark

Products:
Q-Play
Q-Cal – Booking 
Q-Cal Visitor Management

The challenge of overview

Farum Arena hosts a variety of sports events, each requiring proper scheduling, facility setup, and preparation of the right equipment. Keeping track of everything is important to make sure everything is running smoothly.

Previously, the team managed this process with pen and paper. While simple, it had its downsides. With only one physical checklist available, everyone had to mark off completed tasks on the same sheet. If the paper got misplaced, no one can know what had already been done.


Another challenge with pen and paper is that to avoid double bookings or check- up on progress of preparations, staff had to check in with each other, using their valuable time.

They reached out to us looking for a better solution that would be just right for them.

Our Solution

When looking at their challenges we determined that the key to solving their problems will consist of 2 steps

Custom Made Calendar

Firstly, it was important to give them an overview over all their data.
To achieve this, we designed a custom calendar that allows them to input all upcoming events. Each event includes essential details like location, time, and type, but more importantly, it comes with an attached to-do list. With a single click, staff can immediately see what needs to be done before the event takes place and mark it as finished.

The calendar is created for the whole year therefore making it easy for everyone to see what will be happening when.

The data in the calendar is synced with Winkas so events and their associated tasks can be created or managed directly in either Q-cal or Winkas.

Touch screen at the spot

The key to making this solution truly easy to use was providing the right hardware.
The entire calendar solution is available on a touchscreen directly at Farum Arena.
This allows staff to simply tap on an event to view all the preparation tasks. Once all tasks are completed, they can mark it as “finished” directly on the same screen. The event then changes color to green, signaling to everyone that the room has been properly prepared and is ready for use.

This information syncs back to Q-cal and Winkas making it easy for everyone to check.

Adding extra tasks or deciding the room is not finished is also super easy! The staff can simply mark the event as “not finished”. It will also be marked as “not finished” if additional tasks are added.

Results

With our solution Farum Arena has changed the way they manage events. By replacing pen and paper with a digital solution they have eliminated room for error and saved valuable time.
Which is allowing them to focus on what they do best, organizing memorable events, while our software takes care of the rest.

Do you need a custom made solution to save you time?

Schedule a meeting with us and our team will be more than happy to present your options and answer any questions

Rounded images of two sales people from NordicScreen. Daniel to the left and Luca to the right.
Products: pil menu

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