Context: A National Event Requiring Extensive Human Involvement

A national event organizer coordinates several large-scale events annually: sports, cultural, and institutional events gathering up to 5,000 personnel (volunteers, security staff, logistics teams, first responders). Teams are distributed across multiple zones, with precise roles and strict time slots.

The main challenge: zero errors on the day of the event, seamless coordination, and immediate adaptability in case of unforeseen circumstances.

Challenges Before the Solution

Before implementing a unified solution, the organization faced recurring difficulties:

• Difficulty managing last-minute assignments
• Lack of real-time visibility into team presence
• Untimely communication of schedule changes
• Complex coordination between zone managers

These shortcomings could impact security, public reception, and the overall quality of the event.

eBrigade Implementation

The organizer deploys eBrigade as a central tool for personnel coordination for all its events.

The structure is modeled within the tool through:

• Event
• Zones (reception, security, logistics, medical, coordination)
• Positions and Time Slots

Each personnel member is assigned a specific role, with their skills, authorizations, and availabilities.

Real-time Coordination During the Event

On the day of the event, managers have a real-time view:

• Who is present, late, or absent
• Which zones are under pressure
• Where to quickly redeploy reinforcements

Schedule changes are sent instantly to teams via notifications, avoiding a cascade of calls and messages. Digital attendance sheets allow for complete traceability, essential for debriefing and regulatory obligations.

Observed Results

👉 Thanks to eBrigade, the organizer reports:

• A 40% reduction in human coordination-related incidents
• Enhanced responsiveness to unforeseen circumstances
• Improved experience for teams and the public
• Streamlined post-event management (reporting, statistics, reassignments)

Why eBrigade is an Asset for XXL Events

This use case demonstrates that eBrigade is particularly well-suited for events with high human resource demands, where coordination, reliability, and speed are critical. Its ability to manage thousands of people, across multiple zones and in real time, makes it a key tool for major event organizers.