Three hotels, 180 attendees, personal schedules. How Ventla kept it all together.

At a scale like this, the challenge isn't communicating well. It's communicating precisely — to each individual, at the right moment, without burdening everyone else with information that doesn't apply to them. People Partner used Ventla to produce Audi Sweden's annual dealer conference in Åre — an event where getting the right information to the right person at the right time was the difference between a seamless experience and logistical chaos.

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The situation

Audi Awards is an annual event where Audi Sweden recognizes its top dealers and retailers from across the country. This year, just over 180 attendees gathered in Åre for three days across three different hotels, divided into several parallel groups, with a programme packed from morning to evening.

The conference was produced by People Partner, an event agency and partner to Ventla with extensive experience in large-scale conferences and experience-driven events. Their brief wasn't to move people from point A to point B. It was to make sure the experience held together, that every attendee felt the event had been designed specifically for them.

The challenge

With 180 attendees spread across three hotels, a classic information problem emerges quickly: everyone needs their information, but nobody needs everyone's information. In an event with tight timings and groups moving in parallel, every misunderstanding costs time.

People Partner needed to:

• Send the right schedule to the right person without creating confusion for everyone else
• Have a single place where all practical information was available without attendees having to ask
• Be able to reach specific groups with real-time updates when the programme changed
• Have a channel for post-event follow-up without sending separate surveys afterwards

How they used Ventla

People Partner chose Ventla as the single platform for the entire event.

Schedule. Each attendee received their individual schedule directly in the app, tailored to their group, activities, and hotel assignment. No one had to navigate a schedule that didn't apply to them.

Information. All practical information was gathered in one place in the app: transfer times, restaurant bookings, dress code, and hotel details. Questions that would otherwise come up dozens of times a day simply disappeared.

My Page. Through their personal page, each attendee could see their hotel assignment and selected activities. A detail that may seem small, but one that radically reduces the number of spontaneous questions to the production team.

Messaging. People Partner sent targeted push notifications with real-time updates on transfers and schedule changes. The same channel was used to distribute a follow-up survey immediately after the conference, while the experience was still fresh.

The result

Despite three hotels, several parallel groups, and a packed programme, attendees experienced an event that felt personal and well-organised. People Partner's team could focus their energy on what actually requires human presence rather than answering questions the app had already answered.

For Audi Sweden, the event became what it was meant to be: an occasion to celebrate their best partners, not a tangled logistics project.

"For a project of this scale, Ventla was the obvious solution for streamlining communication and ensuring all attendees had easy access to the information they needed." — People Partner

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Industry: Automotive · Event type: Dealer Conference · Attendees: 180 · Region: Sweden

Producing an event with multiple hotels, parallel tracks, or attendee groups that each need different information? Talk to Ventla.