Centralized planning, smooth check-in, and measurable success – without any app download

Event Concept: Movement, Community, and Excitement – All in One Place

The Turn Warrior Festival brought together more than 2,000 sports enthusiasts for three full days of action. From early morning to evening, participants could book 30-minute activity slots with up to 20 attendees per session – all digitally and in advance. The event also featured school-focused sessions, open challenges, and try-out stations for all age groups, from toddlers to teenagers.

Designed as a high-volume, inclusive sports event, the festival aimed to create a seamless experience across all roles – athletes, clubs, volunteers, and organizers – while reducing the organizational load through automation and smart technology.

Challenges Before eventpage.ai

Before switching to eventpage.ai, the team faced recurring issues that made every event feel chaotic. Although some internal systems were in place, there was no central platform that brought everything together.

The biggest pain points? There was no real-time visibility of bookings, guest flow, or capacity. Participants were assigned manually, reminders had to be sent one by one, and no-show rates were high due to a lack of ticket personalization or digital tools. CI-consistent event pages were impossible to maintain across target groups. Post-event reporting and data exports? Also missing.

What made things worse: different participant groups (e.g., school classes, club teams, parents) had very different expectations and technical literacy – making standardized communication nearly impossible without segmentation features.

The Solution: A seamless platform for multi-slot booking, access control & automated financ

To meet the logistical and organizational demands of a large-scale, multi-stop event series, the Bavarian Gymnastics Federation implemented a fully branded event portal using eventpage.ai – hosted under its own custom domain. The portal was entirely web-based and optimized for a wide range of participants including children, families, schools, and volunteers.

Guests could easily visit the portal, view available dates and locations, and book multiple time slots for different challenge formats such as Tryout Sessions, School Activities, or Individual Challenges. Each 30-minute slot came with its own capacity, and ticket buyers were able to purchase multiple tickets in a single flow – assigning each one to the right participant via a simple personalization step during checkout.

Once confirmed, digital Wallet passes (Apple/Google Wallet) were automatically issued, enabling a fast and paperless check-in onsite. Roles and access levels were assigned for volunteers and staff, ensuring smooth operations across locations.

Even spontaneous walk-ins could be added to the system through flexible ticketing options, without the need for prepayment. After the event, all check-in time stamps were automatically logged and exported, allowing for accurate invoicing, DATEV-compatible exports, and full financial reconciliation through the federation’s own Stripe account.