After almost a year in use, we asked Volker Stamer (Director SCHAUFLER Academy) about his experience with the software so far and how it can be used.

BITZER: Mr Stamer, how did the idea come about to launch the BITZER event management software EMS?
Volker Stamer: Ever since the SCHAUFLER Academy opened in February 2016, the number of our events and their participants has grown rapidly. Whereas there were 2,300 participants in the first year, that number had increased to 4,300 by the second year. In order to meet the increasing requirements, we continuously test the efficiency and effectiveness of our processes. We concluded that some processes had to be automated to an even greater extent in order to provide customers with an even easier way to access information about our events.
Ultimately, a decision was made in favour of BITZER EMS, an event management software which guarantees our customers maximum flexibility. In this context, flexibility means that they are able to plan their events based on their individual wishes and expectations. Led by Angela Müller, who served as the project manager, a total of 12 BITZER employees from eight departments were involved in the development of the tool. It took around one year to complete BITZER EMS.

BITZER: How long have you had BITZER EMS?
V.S.: The first event to be organised using BITZER EMS was ‘Quo Vadis’ in October of last year. All events at the SCHAUFLER Academy have been running through our event management software since then.

BITZER: How can prospective participants find the page?
V.S.: You can either click on SCHAUFLER Academy Training and Seminars under ‘Service’ on the BITZER website or type in www.trainings-events.bitzer.de. This page contains an overview of all our events including a current agenda, price overview, participant limits, a registration tool and information about the event location, the hotel and the surrounding area. This way, prospective participants have all relevant information at their fingertips and can be sure that it is always up to date.

BITZER: What are the features and benefits of the software? Who is it designed for?
V.S.: For one, the event software is designed for the organisers at the SCHAUFLER Academy who use the tool to manage content and participants. Additionally, it provides a simple platform for all training course attendees and event participants to access information about and register for events in the SCHAUFLER Academy. Regardless of who is planning the event, customers are always provided with the same quality. All of our events undergo the same process with BITZER EMS, which means that they have the same structure and appearance. The software is currently available in two languages, German and English, built into a responsive design.
The SCHAUFLER Academy has taken a hands-on approach from the outset, which is reflected in our training courses and now also in the event software. Every participant can be certain that our Academy focuses not on teacher-centred learning, but rather on practical applications and sample products. Participants work in a hands-on manner, helping them to learn as successfully as possible. Yet the SCHAUFLER Academy is not only open to training course attendees, but also all other customers such as partners, suppliers and associations. They can book the rooms of the SCHAUFLER Academy for their own events, which means we also act as a service provider. Our training courses and events are complemented by an attractive general programme such as punting in Tübingen or Segway tours in the Black Forest. BITZER EMS takes all individual requests into account, which is why we often say that the software leaves no wish unfulfilled.

BITZER: Do the numerous possible selections also pose a challenge for the user?
V.S.: As with any software, BITZER EMS has a learning curve. The transition did not take place overnight, but rather was a weeks-long process comprising many training courses. For the project team, it was important that all training organisers at the SCHAUFLER Academy were able to get the most out of the event software. As it is so flexible and responds to all customer preferences, BITZER EMS requires a high degree of expertise which we have built up since last year.
Customers, however, do not have to familiarise themselves – they enjoy all of the benefits of the event software from the first event. Where necessary, our automated registration process encloses visa letters and asks about individual requirements such as dietary preferences or the level of knowledge of the participants. Links, videos and group pictures can be added to the software and sent to all participants at the click of a button. Even after the event, BITZER EMS remains a powerful tool, as digital feedback questionnaires can be integrated into it and evaluated automatically.

BITZER: Are there plans for the future?
V.S.: BITZER EMS is a global solution that can be used for the entire company and all subsidiaries. The objective is to provide all BITZER customers with a uniform, improved service, regardless of the event in which they are participating. The software makes it possible to rule out errors and present the same appearance and the same process internationally. Naturally, adjustments have to be made for subsidiaries, for example, yet the uniform appearance does not change. We at the SCHAUFLER Academy see BITZER EMS as a constantly growing catalogue that can be adapted. This fits in with our fast-moving world in which we have to respond to customer requests promptly and continuously. With regard to customer requests, we are happy to receive them not only through our website, but also by email . We look forward to hearing your opinions!