Event Technology Case Studies:
Real Projects, Real Results
9 anonymised case studies. 9 services. Pharma, financial services, FMCG and more — across 21 countries. Use the filters to find what's relevant to you.
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Full-service delivery for a pharma annual kickoff
A global pharmaceutical company brings together around 800 people from its marketing and sales teams for its annual kickoff. VI manages the entire event technology setup across Conference Compass, Cvent registration, Cvent OnArrival check-in, MICEportal hotel coordination and onsite IT support. One team owns the complete stack from start to finish, year after year.
Multi-year attendee management for a pharma HCP congress
A pharmaceutical HCP congress has grown from 50 virtual participants to over 800 on-site attendees, adding CME accreditation and parallel sessions along the way. VI manages the complete Cvent setup, EFN capture, QR check-in, badge printing and CME reporting across every edition. A connected process from registration to CME certificate, built to scale with the event.
Full attendee journey for a VIP customer event at Rosengarten Mannheim
A leading consumer goods company invited around 300 top customers and internal executives — some with an optional plus-one — to a shared VIP evening. VI managed the complete attendee journey: personalised QR code email invitations via Idloom, individual registration with optional companion coordination, and seating management through Social Tables. At check-in, guests received their table assignment instantly on iPad. No printed lists, no signage. Attendee feedback was clear: smooth, straightforward and professional.
Hardware-led check-in for a pharma customer event
VI brought the full hardware setup to a prestigious venue in Mannheim — printers, iPads with stands, cabling and Wi-Fi. Badges printed on arrival only: reduced waste, ensured GDPR compliance, and gave the client real-time check-in visibility throughout the event.
Cvent upskilling for a payment services company
A payment services company needed its 25 event marketing managers to become more independent in Cvent before an important internal kickoff. VI designed a full-day on-site Cvent training with two tracks matched through a self-assessment questionnaire. After the training, the client reported a clear reduction in first-level Cvent support tickets.
Zoom operator for pharma investor relations webinars
A pharmaceutical company runs regular investor relations webinars. Since 2020, VI has served as the technical operator for every session — handling all platform logistics so the presenting team can focus on content and audience.
Passive attendee tracking at an annual private conference
A financial services firm holds an annual private conference in Stockholm for around 700 participants where the priority is a premium experience with no friction at room entrances. VI deploys around 250 Crowd Connected beacons and operates the full passive tracking setup with lanyard tags across a multi-floor venue. Session attendance is captured automatically and the client receives detailed attendance reports after the event.
Studio setup and live streaming for a healthcare digital event series
A clinical care organisation needed to keep their event programme running during COVID-19. VI provided the complete streaming equipment, built a studio setup for each session, and managed the live stream to YouTube — allowing speakers to present in front of the camera while audiences watched from home across the full series.
Seating, dietary coordination and check-in for a pharma VIP jubilee
A pharmaceutical company held a VIP jubilee gala in Basel for 300 guests from politics and business, built around a dinner service where every dish had to reach the right seat at the same moment. VI connected Cvent registration with Social Tables seating and built a live QR check-in process that sent each guest's seat assignment and dietary requirements to the kitchen in real time. Every table was served simultaneously, with menu variants and dietary requirements matched to the correct place setting.
Cvent Event in a Box — setup, operations and return in Leipzig
A client used the Cvent "Event in a Box" concept — a pre-configured hardware kit shipped directly to the venue. A VI team member travelled to Leipzig, received the equipment on arrival, set everything up, and supported operations across all event days. After the event, the hardware was packed down and returned to Cvent.
Full onsite operations for a major European trade show
One of Europe's largest trade shows at the Berlin Exhibition Centre brings 220,000 visitors across 26 halls and multiple floor levels where GPS does not work indoors. VI deployed and operated the full IPS indoor navigation setup including beacon installation, live monitoring, location-based push messaging and post-event crowd flow reporting. The same setup runs at multiple major European trade shows per year across consumer electronics, food and pharmaceutical ingredient sectors.
Multi-track virtual conference with custom virtual venue
When COVID cancelled a planned pharma conference, the client needed more than a webinar for 1,000 attendees and up to five parallel tracks. VI built a complete virtual venue in 6Connex with Spatial Chat networking, pre-assigned Zoom breakouts and dedicated technical support in every session room. The result was a structured conference with lobby, session rooms and informal networking rather than a long video call.
Passive attendee tracking at recurring life sciences conferences
Several recurring European life sciences and biotech congresses use passive attendee tracking to understand which sessions, speakers and topics delegates choose to attend. VI deploys Crowd Connected lanyard tracking across each venue, captures session attendance by beacon zone and delivers per-session and per-speaker attendance reports after each event. Delegates experience no check-in friction and organisers receive actionable data for programme decisions.
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