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002ÉLYSÉE EVENTS GMBH · 2025
94%
LESS MANUAL WORK
Digital Event Platform with Autonomous Guest Management
Kuroko Labs built an integrated digital ecosystem for Élysée Events that automates the entire event lifecycle, cutting operational work per event by 94%.
94%
Time Saved
23h → 84min
12×
RSVP Speed
Fully Automated
97%
Open Rate
Email Invitations
0
Errors
Across 8 Events
2,400+
Guests
Processed
01 — THE CHALLENGE
Manual Work in an Industry That Expects Perfection
Élysée Events GmbH organizes weddings, corporate events and private celebrations in the premium segment, events with 80 to 400 guests where every detail has to be right. The problem was never the creative work, but the operational side: guest lists in Excel, invitations sent one email at a time, RSVPs transferred into spreadsheets by hand, and a seating plan that had to be redrawn from scratch with every cancellation.
CEO Aziza Furmoly described the situation like this: “We spend 60% of our time on administration and 40% on what our clients actually pay us for, the creative work.” For an average event, that meant 23 working hours on guest management alone, spread across a six-week period.
The pain was concretely measurable: at a corporate event with 320 guests in November 2024, a communication error meant 14 guests with food intolerances received the wrong menu. That could never be allowed to happen again.
23h
Manual Work
Per event, spread over 6 weeks
3+
Excel Files
For a single guest list
∞
Individual Emails
Instead of automation
!
Critical Errors
Allergies & special requests
02 — THE SOLUTION
An Ecosystem, Not Just Software
Instead of a conventional event-management software, we built an integrated digital ecosystem that covers the entire lifecycle of an event: from the first guest entry to post-event analysis. The architecture is deliberately modular: each component works autonomously, but the magic comes from how they connect.
The customer portal is the centerpiece. Every event client gets their own password-protected workspace where guest lists can be edited in real time. Changes propagate instantly across the entire system.
Email automation was the second most critical component. Invitations are sent as individualized HTML emails, with the guest's name, a personalized RSVP link, and in German, English or French depending on the language.
03 — ARCHITECTURE
Technical Decisions and the Reasoning Behind Them
01CUSTOMER PORTAL
Real-Time Guest Management
Every event client gets a password-protected workspace. Changes propagate instantly across the entire system: seating plan, catering overview and email automation.
100%
Real-Time Sync
02EMAIL ENGINE
Personalized Automation
Individualized HTML emails with personalized RSVP links in German, English or French. One-click workflow with menu selection and allergy filtering.
97%
Open Rate
03INTELLIGENT SEATING PLAN
Relational Graph Model
Tables, seats and social relationships modeled as a graph. Automatic re-seating suggestions that account for the social dynamics.
0
Errors
04WEB DESIGN
Complete Brand Presence
A full redesign of the corporate website: home page, weddings, corporate events, catering, event venue and lunch canteen, including customer-portal integration.
6
Pages
05SEO
Technical Search Engine Optimization
Structured data (Schema.org), XML sitemap, Open Graph, hreflang tags, canonical URLs, optimized meta descriptions and semantic HTML for maximum visibility.
9
Indexed Pages
The tech stack follows a pragmatic principle: as little complexity as possible, as much control as necessary. Node.js/Express as the backend, PostgreSQL as the database, vanilla JavaScript on the frontend, no React, no Vue, no build pipeline.
The email engine uses Nodemailer with a template system that generates both HTML emails and .ics calendar invitations. The open rate of the personalized invitations is 97%, many times that of typical marketing emails.
The intelligent seating-plan system deserves a special mention. Tables, seats, guests and their relationships are modeled as a graph. When a guest cancels, the system automatically suggests a re-seating, accounting for the social dynamics.
04 — RESULTS
From 23 Hours to 84 Minutes
94%
Less manual work
12×
Faster RSVP processing
6 wks
Concept to launch
2,400+
Guests managed
METRIKBEFOREAFTER
Working time per event23 hours84 minutes
RSVP processingManual via emailOne-click automated
Special-request errorsRecurring0 since launch
Guest data sync3 Excel filesReal-time system
The 23 working hours of guest management per event have shrunk to an average of 84 minutes, a 94% reduction. RSVPs now run fully automatically: the guest clicks, the system updates, and Aziza sees the result in real time.
The error rate on special requests dropped to zero. Not “near zero,” but genuinely zero documented errors across the last eight events. That isn't just an efficiency gain, it's a question of responsibility.
Since launch, the platform has processed over 2,400 guests, sent more than 7,000 automated emails, and experienced not a single unplanned outage.
“
For the first time, I didn't dread the planning, everything ran smoothly and effortlessly.AZIZA FURMOLY, CEO
05 — WEB DESIGN & SEO
Complete Web Design and SEO
Beyond the customer portal, Kuroko Labs reworked Élysée Events' entire digital brand presence. Six standalone pages — from the home page through weddings and corporate events to catering, event venue and lunch canteen — were completely redesigned and deployed as high-performance static pages. The result: elysee-events.de
The SEO work went far beyond meta tags: structured data with Schema.org (EventVenue, LocalBusiness, Organization, BreadcrumbList), an XML sitemap with image tags, Open Graph and Twitter Cards for social sharing, hreflang attributes for language signaling, canonical URLs to avoid duplication, and semantic HTML with a correct heading hierarchy.
Every page was built with custom scroll animations, a magnetic cursor system and responsive layouts — without any external frameworks. On top of that came accessibility features such as aria-labels, role attributes, skip links and focus-visible outlines. The entire presence runs on the same server as the customer portal — a single deployment stack for everything.
TECH STACK
Node.js
Backend
Express
API Framework
PostgreSQL
Database
Vanilla JS
Frontend
Nodemailer
Email Engine
HTML/CSS
Web Design
Schema.org
Structured Data
Nginx
Reverse Proxy
Docker
Deployment
OUTLOOK
The next phase is already in planning: a guest self-service portal that lets returning guests manage their preferences centrally, menu choices, allergies and seating requests.
NEXT STEP
A Similar Project?
GET IN TOUCH ALL CASE STUDIESFrequently Asked Questions, Élysée Events Case Study
How did Kuroko Labs reduce the work hours per event by 94%?+
Through an integrated digital ecosystem that automates the entire event lifecycle: guest list management, personalized email invitations with one-click RSVP, automatic seating-plan updates and a real-time dashboard. Manual Excel upkeep and individual emails were replaced by a fully automated workflow, from 23 work hours down to 84 minutes per event.
Which technologies were used for the Élysée Events platform?+
Node.js/Express on the backend, PostgreSQL as the database and vanilla JavaScript on the frontend, deliberately without React or Vue, because maintainability matters more to a small team than technical complexity. Nodemailer powers the email engine with HTML templates and .ics calendar invitations, and a relational graph model drives the intelligent seating plan.
How does the automated guest management work?+
Every event client receives a password-protected portal for real-time guest lists. Changes, new guests, cancellations, special requests, propagate instantly through the entire system: seating plan, catering overview and email automation. RSVPs run through personalized one-click links with menu selection and an allergy filter. The open rate of the personalized invitations stands at 97%.
Can Kuroko Labs implement similar automation for my company?+
Yes, the principles behind the Élysée platform (process automation, client portal, email workflows, real-time dashboards) transfer to any industry. Kuroko Labs analyzes your existing processes and builds a system that fits. The initial consultation and potential analysis are free of charge.
How long did it take to develop the event platform?+
Six weeks from concept to launch. Thanks to the modular architecture and the decision to avoid unnecessary framework complexity, the platform was developed quickly and tested iteratively with the Élysée team. Since launch, more than 2,400 guests have been processed and over 7,000 automated emails sent, without a single unplanned outage.
Technology used
The platform runs on PostgreSQL with a custom Node.js backend. Standard parts, so the work can be carried on by someone else.
The links lead to the documentation of each component.