From zero to 10+ calls a month. A website and internal tools for an event agency.

Before

NAPEN is an event agency in Slovakia that organizes corporate events, from conferences and celebrations to festivals and exhibitions. The team has dozens of successful projects behind it, but never had its own website. The whole business ran on personal contacts, referrals and phone calls. When a corporate client searched online for an event supplier, NAPEN simply did not exist. Competing agencies with a professional presence picked up work that NAPEN was qualified and had the capacity for. Internally it looked similar: event planning happened in Excel, communication with suppliers and venue owners across dozens of email threads, budgets in spreadsheets and tasks in people’s heads. Every new event meant hours of organizational chaos.

• No website, the agency was invisible online to new clients
• Reliance solely on referrals and personal contacts
• No way to show the range of services and event types online
• Event planning in Excel, budgets and timelines with no central system
• Communication with suppliers and venues scattered across dozens of email threads
• Potential partners had no way to learn about NAPEN and start a collaboration

What we did

The solution had two parts. First, we designed and engineered a visually bold landing page focused on first impression and direct contact. A visitor immediately sees the range of services and can call or write straight away. It also includes a partner section for building B2B collaborations. Second, we developed internal tools for managing the entire event pipeline, from the first client contact through planning and supplier communication to invoicing.

• A visually bold single-page website with a premium design, smooth animations and subtle transitions
• A services section with cards for each event type and an offer for external partners
• A partner section with a CTA for building B2B collaborations
• A contact section with direct phone numbers and email for instant inquiries
• An internal event management system: deal pipeline, task assignment, deadlines, statuses
• A database of suppliers and venues with ratings, capacities and prices
• A budget module: tracking costs against budget in real time for each event
• A client portal: the corporate customer sees the status of preparations, approves items, communicates with the team

Results

The website brought the first call from a new client within the launch week. Over three months it settled at 10+ incoming calls a month from corporate customers who found NAPEN through Google or a shared link to the site. The internal system cut the time spent organizing events by an average of 12 hours a week: instead of searching through emails and spreadsheets, the team has everything in one place. The client portal reduced the number of check-in calls from corporate customers by two thirds, because they verify the progress of preparations themselves.

10+ / month

Calls from the website

from corporate clients who found NAPEN online

12 h / week

Time saved

thanks to central management of events and suppliers

−65 %

Client check-in calls

clients verify the status themselves in the portal

4 companies

New partnerships

new partners through the website’s partner section

• The bold, animated design makes a strong first impression and sets NAPEN apart from competing agencies
• Direct phone contacts on the website generate quality leads, the client calls with a concrete idea
• The internal database of suppliers and venues eliminated repeated searching and negotiating
• The budget module cut budget overruns to under 5%
• The NAPEN team took on two new hires thanks to the growth in projects
• The client portal increased the satisfaction of corporate customers