Visit Linköping implements more efficient event management - for all employees

Exciting things happen every day in Linköping. Major events, fascinating exhibitions, thrilling performing arts, guided tours, and magical concerts. Together with the municipality and business community, Visit Linköping works to increase growth in the tourism industry and create an attractive destination for both Linköping residents and visitors by being one of Sweden's leading event and meeting cities. Efficient work processes related to the city's events thus become an important piece of the puzzle.

The year is 2022. After two years of pandemic and significant changes in both workforce and working methods, Visit Linköping's new system support Live could finally be run at full scale. Live was almost complete when the pandemic virtually shut down the entire meeting and visitor industry in Sweden. The first real bookings in Live were not nearly as large as the system was designed for. Having just implemented the new system during a pandemic presented challenges - partly because it's difficult to fully test the system support, and partly because it wasn't entirely clear how the industry might change.

From loose ends to full control

Before the implementation of the new system, work was done using several different tools - everything from Excel to hotel booking systems. The working method involved numerous emails, notes, and not least, a high degree of person dependency.

The organization's previous working method is described by employees as rigid. Weekly planning was done based on lists that in many cases were outdated just hours after the week's planning meeting. With real-time updated information, these recurring and time-consuming meetings are no longer necessary, saving time for several roles in the organization.

With the implementation of the new system support Live, work processes have been streamlined by offering a comprehensive platform where all work areas are merged in one place.

"Having the ability to send quotes, handle confirmations, and carry out projects, all within the same interface, has really simplified our daily operations.

Another important feature is the easy access to historical bookings. Being able to go back and look at old bookings has not only made our workday easier, but has also helped us stay organized and keep track of important details. Moreover, the unified platform has enabled seamless collaboration between departments. Live has truly made it easier for us to get things done!
says Ida Malmström, project manager for meetings.

Personalized experience for Visit Linköping's employees

The system enables all information about an event to be gathered in one place, and it's up to the user to choose whether they want to see the whole picture or if they just want their own "to-do" list of what needs to be delivered or accomplished.

"Our work is now more structured and the risk of something not being delivered is minimized, as well as the risk of us missing to charge for something is eliminated",
says Jennie Kullman, project manager for events.

"By having the invoicing done directly from Live, we not only ensure a quick, accurate, and smooth process, but it also provides us with a very good basis for financial forecasting work",
says Gunilla Green, Chief Financial Officer.