Engagement & Logistics Engine: R&D Center Anniversary Offsite

The Brief (Challenge)

Organizing the second Offsite meeting for the Software R&D Center required precise data management for hundreds of highly skilled technical employees. The core challenge was not just managing logistics (transport, accommodation, preferences) but maintaining high excitement levels from the very first email and seamlessly guiding participants through a wide range of onsite attractions.

Viramity in Action (The Solution)

We applied a strategy based on data segmentation and modern information design to streamline the complex event workflow:

• Automated Registration System: Deployed an advanced registration form to collect precise participant data—from roommate choices and transport types to personalized gadget sizes—eliminating logistical errors during the preparation phase.
• "Fun Map" Concept: Designed a unique visual interface (activity map) that intuitively divided activities into three zones (Ground, Beach, Water), allowing participants to self-plan their experience path.
• Teasing Strategy: Utilized cyclical email communication based on the gradual revelation of map elements ("More soon..."), effectively driving engagement and attendance confirmation.
• Phygital Integration: Bridged the digital registration system with the physical infrastructure of the Warszawianka Hotel, ensuring smooth check-ins and the distribution of dedicated welcome packs.

Business Impact

Through process digitization and strong "We make a splash" branding, the event became a benchmark for internal R&D events:

• 100% Logistical Precision: Data collection automation allowed for flawless transport and accommodation matching for a large group of specialists.
• Enhanced Employee Experience: Clear communication and attractive visual design strengthened organizational culture within the young, 2-year-old R&D center.
• Operational Optimization: Replaced fragmented inquiries with a single, integrated data system, drastically reducing the time required for event coordination.

Summary

Managing a large team and want your corporate event to be more than just a hotel stay? The story above proves that the Viramity engine and our UX approach can be adapted for internal communication, turning logistical chaos into a precisely planned experience. If your organization needs technology that organizes data and truly engages employees—let’s talk through your project.

Write to us at: marcin.przybyla@johncube.pl