From a paper binder to a digital control centre
The event venue on Lake Constance digitised its entire event workflow — from inquiry through to post-event wrap-up — in a single app.
By Markus Dieing | October 2025
€15–30k
estimated annual savings
~90%
less admin workload
Per booking
Manual
Before
Automatic
After
A small business, fully digital
The event venue hosts 50–100 events per year — run by a single person. The whole booking workflow was on Excel, paper checklists and manual document creation.
SimplifieD Solutions delivered a bespoke booking manager that covers the full event life cycle: from inquiry through contract and detail planning to damage settlement.
Four analogue bottlenecks
Everything by hand
Logging inquiries into Excel, typing contracts in Word, writing paper checklists, recalculating prices every time.
Risk of double bookings
Date overlaps had to be checked manually. With parallel events, that was a real risk.
Lost information
Details regularly got lost between Excel, paper and email. Error rate climbed with every event.
Admin as a time sink
With 50–100 events a year as a small business, admin became a full-time job on top of the actual full-time job.
How the booking manager works
Covers the entire booking workflow
Five clear stages: inquiry, confirmation, rental contract, detail planning, wrap-up — with automatic status transitions and a progress indicator.
Calculates prices automatically in real time
Venue fees based on rooms, duration, organiser type and origin. Package detection included — no more manual maths.
Generates contracts and checklists at the click of a button
Rental contracts, checklists and post-event docs as polished PDFs — with automatic detection of events needing official notification.
Spots scheduling conflicts automatically
The system checks for collisions in the same rooms and warns when capacity is exceeded. Double bookings are a thing of the past.
Handles damages and inventory automatically
After the event, the caretaker logs damages digitally. The system calculates costs, removes broken items from inventory and updates the final total.
Before vs. after
| Metric | Before | After |
|---|---|---|
| Booking administration | Excel sheet, maintained by hand | Digital overview with status filters |
| Pricing | Recalculated manually every time | Automatic real-time calculation |
| Contract generation | Word template filled in by hand | One click, ready-made PDF |
| Checklists | Paper, handwritten | Digital, PDF emailed to caretaker |
| Scheduling overlaps | Manual checks (or surprises) | Automatic collision detection |
| Damage tracking | Paper, manual cost calculation | Digital + automatic inventory update |
100–400h
admin work saved per year
€15–30k
estimated annual savings
“I used to do everything for every event by hand — typing contracts, writing checklists, calculating prices. Now I click three times and it’s done. I should have had this years ago.”
— Management
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