Case study
BPM Agency unifies its event operations with Lab Event
BPM Agency is a creative and committed event agency specializing in the design of high-impact, tailor-made solutions. Renowned for its ability to orchestrate innovative, unifying, and demanding events, the agency is involved in both technical production and content creation.
The challenge / Issue
> Issues encountered
Despite a high level of activity, BPM did not have any structuring tools to manage its projects. All information was scattered across Excel files, PowerPoint presentations, and email exchanges, making management time-consuming, difficult to read, and hard to share between teams.
Although well-managed, this organization showed its limitations in terms of productivity, collaboration, and information reliability.
> Context
In light of this situation, two major needs have emerged:
- Centralize all customer requests in a single tool (CRM):
To improve opportunity tracking, prevent information loss, and streamline sales follow-ups.
- Structure and consolidate the provider database:
As BPM Agency works with a large network of service providers (technical, artistic, logistical, etc.), it became essential to consolidate all this information into a single database that could be consulted, archived, and easily mobilized according to specific projects.
With this in mind, it chose to call on Lab Event with the clear objective of improving efficiency, visibility, and consistency in the management of its event projects.
Solution provided by Lab Event
Lab Event proposed a tailor-made solution enabling BPM Agency to centralize key data, optimize workflows, and above all, provide a clear overview of margins and revenue for each event.
The goal: to streamline management without rigidifying working methods, while improving overall project and purchasing management.
Step 1: Select service providers
One of the first measures implemented by Lab Event was to centralize all service providers involved in an event. Thanks to the intelligent structuring of project files, BPM Agency can now group service providers by type (technical, entertainment, venue, catering, etc.) and assign each one a dedicated organizational file.
This approach provides project managers with clear, concise, and customized documents for each service provider. These files are easily exportable, printable, and serve as real-world roadmaps, enabling smoother operational logistics during events.
Step 2: List the necessary equipment and responsibilities
Lab Event also enabled BPM Agency to structure the management of material logistics thanks to integrated checklists. Each checklist allows you to list the equipment needed for an event (decorations, technical equipment, stage design elements, etc.) and, above all, to assign responsibilities to each team member or service provider.
This system provides valuable organizational clarity ahead of events and ensures a better distribution of roles, while reducing the risk of oversights or duplication.
Step 3: Place an order with the service providers
Before integrating Lab Event, purchasing management at BPM Agency relied mainly on Excel spreadsheets, making the creation of quotes and supplier tracking tedious and poorly centralized. Each project involved multiple manual steps, with an increased risk of errors and a significant loss of time in coordinating with service providers.
With Lab Event, the process is fully structured and streamlined.. The quote becomes a focal point: as soon as a need is identified, items are associated with purchase prices and the corresponding suppliers are automatically integrated from the centralized database.
One of the solution’s major benefits is the automatic generation of purchase orders.. With all the information already consolidated, the team can edit and send orders in just a few clicks, without re-entering data or risking errors.
These purchase orders also enable accurate tracking of purchases, allowing BPM Agency to manage its actual costs, monitor its purchase volumes by service provider, and ensure rigorous control of margins for each event.
Step 4: Track supplier invoices and margins
Once the purchase order has been generated and the service provider selected, the team can centralize supplier invoices received directly on Lab Event.
This automatic consolidation offers much more than just organization. : it gives the agency complete and immediate visibility into its expenses. By comparing this data with the revenue generated, BPM Agency can accurately measure the profitability of each project, identify the most significant cost items, and thus make informed decisions to optimize its margins.
Thanks to this detailed understanding of the figures, the agency has become more agile: it can adapt its offerings, negotiate more effectively with its service providers, and guarantee its clients optimal service quality.
A pragmatic approach focused on the service provider
The key thing to remember is that all of BPM Agency’s management is based on a service provider-oriented approach.
Each service provider thus becomes an entry point in the operational monitoring of the event. At the end of the process, purchase orders are sent, invoices received are consolidated, and the final margin is calculated, which is essential for an agency that sells packaged services while controlling its internal costs.
results obtained
Thanks to Lab Event, BPM Agency was able to structure a centralized and fully usable service provider database. The production of operational documents has been standardized and largely automated.
This centralization facilitates the rapid search for the right people for each project and allows for greater responsiveness when preparing events.
Margin tracking has been optimized thanks to better separation of purchases and sales. With a consolidated view of costs incurred and revenue generated, BPM Agency can manage the profitability of its projects with greater precision.
This financial transparency allows offers to be adjusted in real time and ensures the agency’s economic sustainability.
“We have been using Lab Event for two years now and we couldn’t do without it. This tool is really powerful and useful for our event agency. The team is always responsive and attentive. I highly recommend this platform to any agency looking to optimize its event management!” Chloé, BPM Agency
