How Seppworks kept an overview with Flowa during a multi-day sports event for 250 participants

For a multi-day sports event on the German island of Rügen, vitality agency Seppworks had plenty to organise. And as always with events: however well you prepare, something always changes. Luckily, this time the team had Flowa on hand.

A sporty weekend with a serious operation behind it

As part of a vitality programme, Seppworks organised a special sports weekend for 250 employees of a company. Every participant worked towards their own sporting goal: a half marathon, road cycling, hiking or gravel riding.

A wonderful event, but behind the scenes a sizeable logistical puzzle too. Different routes, locations, water stops, restaurants, transport movements and a crew of 25 people who had to know exactly what was expected of them, and when.

To keep all that information clear and let everyone work together smoothly, Seppworks brought in Flowa.

No more hassle with outdated run sheets

A run sheet is the backbone of every well-organised event. But what if something changes at the last minute? During the sports weekend, Seppworks faced quite a few last-minute changes. Normally that means: adjusting run sheets, sending round new versions, printing extra copies and hoping everyone has the right information.

With Flowa that was a lot easier. The team simply adjusted the information in the app and the whole crew instantly had the current run sheet on hand. No different versions getting mixed up, no confusion about the latest arrangements and no unnecessary back-and-forth.

Everything to hand, exactly when it gets busy

But even without those last-minute changes, Flowa turned out to be a joy to work with. Because during an event you don't have time to search endlessly for information. You just want to quickly see what you need to do, where you need to be and what's been agreed.

And that's exactly where Flowa made the difference for Seppworks. Everything was clearly in one place. The arrangements with the hotel? Just open the attachment. The right route for a sports leg? Available to everyone straight away. The kit that had to go to a water stop? Just grab the checklist. Small things maybe, but in the heat of the moment they make a world of difference.

More than just a run sheet

What also pleasantly surprised Seppworks was how much information you can put in Flowa without it becoming cluttered. For every activity in the agenda, the team could add notes, assign someone responsible, upload attachments and create checklists. That may sound simple, but try doing that clearly in an Excel run sheet.

This way Seppworks could record exactly what needed to happen per activity, which materials were needed and what had been agreed. For the crew that mostly meant: fewer questions, more clarity and being able to work independently.

And that's exactly what you want when you're working with 25 crew members across different locations.

Reach the whole crew in one go? Easy.

The messaging feature also turned out to be incredibly handy. Because sometimes you just need to reach everyone at once. For instance when the crew meeting is moved at the last minute. Or when you want to let everyone know the first participants are almost at the finish. Instead of sending separate messages or hoping the information reaches everyone second-hand, Seppworks could inform the whole crew in one go with Flowa.

For Seppworks, no more events without Flowa

In the end, a good event is all about the participants' experience. But to make that experience possible, an enormous amount has to go right behind the scenes. Flowa helped Seppworks keep calm and clarity in all of that. Everyone had the right information to hand, changes were visible straight away and the team could work together far more easily. It didn't just make the organisation more professional, but above all a lot more pleasant.