Enterprise PlatformEvent ManagementBackend SystemClient: Finanz Informatik

From Scattered Spreadsheets to One Event Command Center

MMDB gives Finanz Informatik a single source of truth for managing exhibition stands, talks, speakers, and logistics across major financial industry events like FI-Connect.

Built withLaravel · Blade Templates · MySQL · REST API

The Problem

Finanz Informatik organizes large-scale conferences like FI-Connect with 15+ exhibition stands, 37+ talks, and 59+ speakers. Coordination happened via spreadsheets, email chains, and manual tracking across multiple teams.

The result: weeks of manual coordination, no visibility into approval status, and content that was always out of sync between internal systems and the public event website.

Weeks of Manual Coordination

Stand managers, talk managers, and topic leads all worked in separate spreadsheets with no shared view of progress.

No Approval Visibility

No way to see which stands or talks had been reviewed, approved, or were stuck in the pipeline.

Data Scattered Across Systems

Stand info, speaker data, talk schedules, and equipment orders lived in different places with no single source of truth.

No Connection to the Public Website

Content had to be manually copied from internal docs to the event website — slow, error-prone, and always out of date.

0
User Roles with Granular Permissions
0-Stage
Approval Pipeline with Audit Trail
0+
Exhibition Stands Managed
0
Manual Data Transfers to Website

What Was at Stake

Multi-Stage Approval Across Teams

A 4-stage pipeline — Stand Manager → Content QA → Website → Publication — with full audit trail and rollback on change requests. Each stage involves different team members with different responsibilities, and the system needed to handle rejection loops without losing data.

Central Hub for Three Connected Systems

MMDB feeds the public FI Event Website and the Partnertool via API. Any data inconsistency breaks downstream systems. The synchronization had to be reliable, auditable, and support partial updates without corrupting live content.

Granular Access for 6 Different Roles

From superadmin to work package leads, each role needs different permissions without seeing what they shouldn’t. The permission model had to be flexible enough to handle cross-team collaboration while maintaining strict data boundaries.

How We Solved It

Each solution directly eliminates a pain point from the old workflow

Everything in One Place

  • Stand management with status tracking
  • Talk scheduling with calendar view
  • Speaker profiles and assignments
  • Attendee and visit recommendations

Approvals That Move Themselves

  • 4-stage workflow with notifications
  • Automatic status transitions
  • Audit logging for every change
  • Change request handling with rollback

The Website Stays in Sync

  • API sync to public event site
  • Partnertool data feed
  • One-click publish workflow
  • No more manual copy-paste

Each Role Sees What They Need

  • 6 granular permission roles
  • Project team to work package leads
  • Scoped views per responsibility
  • Cross-team collaboration support

Feature Spotlight

4-Stage Approval Pipeline

Stand Manager → Content QA → Website → Publication. Each stage has its own reviewers, automatic notifications, and a full audit trail. Change requests roll back to the appropriate stage without losing history.

WorkflowAudit trailNotifications

Flexible Export Builder

Custom report generation: pick an entity (stands, talks, speakers), select the columns you need, and download immediately or save the configuration for repeated use.

Custom columnsSaved configsDownload

Integrated Attachment Workflow

File submissions with a graphics team review cycle. Color-coded status tracking shows which attachments are pending, approved, or need revision at a glance.

File reviewStatus trackingGraphics team

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See It in Action

How the event team manages stands, talks, and speakers day to day

Before & After

What changed once the platform went live

Stand Management

Spreadsheets and email chains

Centralized database with live status

Approval Tracking

No visibility into what’s approved or stuck

4-stage pipeline with full audit trail

Website Updates

Manual copy-paste to event website

One-click API sync from MMDB

Team Coordination

Everyone in their own silo

Role-based access, one shared system

Our Approach

From understanding event workflows to a live management platform

Phase 1 · Month 1

Understood the Workflow

Mapped multi-team workflows, identified approval bottlenecks, and designed the role-based access model.

Phase 2 · Month 2–4

Built the Platform

Built stand/talk/speaker management, approval workflow, API sync, export builder, and attachment workflow.

Phase 3 · Month 5+

Launched for FI-Connect

Event team onboarded, stands and talks managed through MMDB, zero manual data transfers.

MMDB became the backbone of our entire event operation. Before, we were juggling spreadsheets and email chains across dozens of people. Now every stand, talk, and speaker goes through one structured approval pipeline — and the data flows automatically to our event website and partner portal.
Martin Waldmann
Martin Waldmann
Managing Director, Finanz Informatik

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