Staff
Demand and deployment across all trades.
- Security personnel
- Stewards
- Admission staff
- Medical staff
- Cleaning
- Catering
- Parking staff
- Technology
- Reserve teams
AI operating system for events
The intelligent operating system for events
Event Guardian combines AI-powered capacity planning, live monitoring, weather data, drones, IoT sensors and operational dispatch in one shared platform.
Separate spreadsheets, radio channels and responsibilities become one shared, forward-looking situational picture.
- Plan capacities more precisely
- Identify risks earlier
- Deploy resources more effectively
- respond faster during live operations
- Make lessons learned usable for future events
- Forward-looking planning
- Shared situational picture
- Faster response
- Learning from every event
One platform instead of many silos
Planning, monitoring and operations in one system
Event Guardian brings together data, capacities and decisions — from the first planning step to the post-event review.
Forward-looking planning
Calculate scenarios, capacities and risks before the event.
Shared situational picture
Everyone in charge sees the same, up-to-date picture.
Faster response
Concrete recommended actions instead of mere status updates.
Learning from every event
Every event improves the planning of the next.
Today's problem
Events are planned in separate systems
Spreadsheets, radio channels and individual areas of responsibility only know their own slice. Yet almost all areas influence one another.
Interacting areas
- Visitor numbers
- Staff
- Security
- Medical
- Toilets
- Cleaning
- Food and beverages
- Car parks
- public transport
- Weather
- Mobile network
- Wi-Fi
- Power
- Water
- technical infrastructure
A disruption in public transport can lead to a delayed arrival wave, overloaded entrances, increased parking demand and additional staffing needs.
Event Guardian brings these interdependencies together in one shared system.
Event lifecycle
Support before, during and after the event
Event Guardian covers the entire lifecycle — and closes the loop by feeding lessons learned back into planning.
- 1Before the event
Plan and model
- analyse public information
- evaluate previous events
- Forecast visitor numbers
- Calculate capacities
- Model risks and scenarios
- Assign responsibilities
- 2During the event
Monitor and control
- Monitor visitor flows
- Actively monitor the weather
- Analyse sensors and drones
- Predict bottlenecks
- Generate recommended actions
- Coordinate teams
- Inform visitors
- 3After the event
Evaluate and learn
- Compare plan and reality
- Evaluate decisions and measures
- Analyse consumption and utilisation
- Capture experiential knowledge
- improve future forecasts
AI-powered capacity planning
Plan organisational and technical resources proactively
The AI combines historical data, forecasts and contextual information into robust capacity scenarios — for every resource that keeps an event running.
The AI processes
- historical event data
- Ticket sales
- Visitor forecasts
- Target groups
- Times of day
- Event duration
- Location data
- Public holidays and school breaks
- concurrent events
- Weather forecasts
- Traffic information
- publicly available information
- Experience from previous events
Scenarios
Baseline scenario
Expected regular operation as a planning basis.
High-load scenario
Peak crowds, rush hours and maximum utilisation.
Weather scenario
Effects of heat, storms or heavy rain.
Traffic disruption
Delayed arrival waves and congestion.
Technical failure
Failure of power, network or key systems.
Staff shortage
Short-notice staff shortages and reallocation.
Safety scenario
Heightened threat level and escalation.
Example capacity cards
Staff
Demo~ 180 personnel
across all trades
Toilets
Demo~ 120 units
incl. accessible
Medical teams
Demo6 teams
+ 2 in reserve
Car parks
Demo~ 3,400
across 4 areas
Public transport
DemoIncreased service frequency
Coordination with transit operator
Food and beverages
DemoResupply
demand-driven
Mobile network
DemoBottleneck risk
Entrance areas
Wi-Fi
Demo12 zones
Load monitoring
Power
DemoLoad reserve
Backup power checked
Water
DemoRange
per supply point
All figures are demonstration and scenario values for illustration — not customer data and not proof of performance.
Product film
Event Guardian in action
A concise overview of how planning, the live situational picture and dispatch work together in Event Guardian.
Organisational capacities
Staff, supplies and mobility under control
For every organisational area, Event Guardian provides its own, connected view of capacity.
Tip: click a tile for a product preview of each area.
Toilets and cleaning
Count, distribution and condition.
- required quantity
- Distribution
- accessible facilities
- Cleaning intervals
- Consumables
- Defect status
Medical care
Teams, stations and peak periods.
- mobile teams
- First-aid stations
- Emergency vehicles
- Escape routes
- expected peak periods
Technical capacities
Proactively safeguard network, power and systems
Technical infrastructure, too, is treated as plannable capacity — with a particular focus on mobile network coverage.
Mobile network
Event Guardian connects expected visitor numbers, event times and location with available mobile network capacity, current network load and historical load data.
Input variables
- expected visitor numbers
- Event times
- Location
- Mobile network capacity
- current network load
- historical load data
Possible measures
- early coordination with network operators
- temporary network capacity
- mobile network coverage
- Monitoring of vulnerable areas
Further technical capacities
- Wi-Fi
- Ticket scanners
- POS systems
- Ordering systems
- Event app
- Digital signage
- Power
- Generators
- Backup power
- Water
- Waste water
- Waste disposal
- Communication systems
Active weather monitoring
Translate weather data into operational impact
Event Guardian doesn't just show readings — it assesses what they concretely mean for stages, areas and operations.
Data sources
- official weather warnings
- Radar
- local weather stations
- Anemometers
- Rain gauges
- Temperature sensors
- Humidity
- Lightning detection
- Sensors at stages
- Ground sensors
What is assessed
- Thunderstorms
- Lightning
- Heavy rain
- Storm
- Wind gusts
- Heat
- Cold
- Hail
- Icy conditions
- Ground conditions
A thunderstorm cell is expected to reach the site in 40 minutes. The outdoor stage and the western visitor area are affected. We recommend securing temporary structures, preparing a partial evacuation and specifically informing the teams in charge.
Event CMDB and digital twin
A digital replica of the entire event
The digital twin is a continuously updated, virtual replica of the site and its operations.
In this context, the event CMDB (Configuration Management Database) is a central register of all resources, locations, capacities and dependencies relevant to running the event.
Locations
The spatial framework of the event.
- Site
- Halls
- Stages
- Zones
- Entrances
- Exits
- Escape routes
- Car parks
- Stops
Resources
Mobile and fixed equipment.
- Toilets
- Sales stands
- Barriers
- Vehicles
- Radios
- Cameras
- Drones
- Sensors
- Generators
- medical equipment
Staff
Teams with roles and availability.
- Teams
- Roles
- Qualifications
- Shifts
- Availability
- Areas of use
Technology
The technical infrastructure of operations.
- Mobile network
- Wi-Fi
- Power
- Water
- Ticketing
- Points of sale
- Communication
- IoT devices
Dependencies
One entrance requires:
- Security personnel
- Scanners
- Power
- Network
- Lighting
- Barriers
- clear access routes
If a component fails, Event Guardian shows the potential impact on visitor flow, waiting times and safety.
Live Operations Center
A shared situational picture for live operations
The Live Operations Center brings together all operationally relevant signals — and translates them into concrete, traceable recommendations.
Signals in the situational picture
- current visitor count
- Utilisation per zone
- Movement directions
- Waiting times
- Visitor flows
- Weather
- Staff
- Car parks
- Traffic
- Food and beverages
- Toilets
- Cleaning
- Medical
- Security
- Mobile network
- Wi-Fi
- Power
- Sensor states
- open tasks
- ongoing operations
Instead of a plain alert
„West entrance is overloaded.“
The wait at the western entrance is expected to exceed 30 minutes within the next 20 minutes. The north entrance has spare capacity. We recommend relocating six security staff and actively guiding visitors.
Responsibility stays with humans
- Recommendations remain traceable and justified
- Critical decisions remain with authorised personnel
- All measures are documented
Drone monitoring
Situational awareness from the air — privacy-conscious
Drones provide aggregated movement and situational information for areas that are hard to see from the ground.
Support with
- Detection of visitor flows
- Assessment of crowd density
- Queue measurement
- Monitoring of escape routes
- Car park occupancy
- Congestion
- blocked routes
- areas that are hard to see
- Weather influences
- Condition of the site
Clear limits
- no facial recognition needed
- Focus on aggregated movement and situational information
- no replacement of response personnel
- Operation only with the required permits
- Compliance with data protection and aviation law
IoT and sensors
Consumption, condition and demand in real time
Connected sensors are part of the digital twin and make supply, cleaning and waste disposal controllable.
Beverage throughput
Measure consumption and remaining range.
- Water
- Beer
- Soft drinks
- Tank levels
- Consumption rate
- Remaining range
- possible leaks
Toilets
Capture usage, materials and defects.
- Usage frequency
- Water consumption
- Consumables
- Fill levels
- Defects
- blocked facilities
- Humidity
- Cleaning demand
Cleaning
Assess reports from many sources.
- Visitor app
- Staff
- QR code
- Camera
- Drone
- Sensor
- Urgency by risk and frequency
Waste
Manage containers and waste disposal as needed.
- Containers
- Containers
- Recycling stations
- Glass
- Waste water
At the current rate, the water supply in the western food area will last about another 50 minutes. The southern area has sufficient reserves available.
Visitor app
Orientation and safety for visitors — without an account
The visitor app can be used without a personal account and helps with orientation, information and emergency reporting.
Functions
- Site map
- Navigation
- Event programme
- Weather warnings
- Alerts about crowded areas
- alternative routes
- Toilets
- Food and beverages
- Car parks
- public transport
- Defect reports
- Soiling reports
- Safety information
- Emergency call
- Help function
With voluntary consent
- Device count per zone
- Movement directions
- Length of stay
- Waiting times
- Crowd densities
Privacy principles
- no permanent personal identification
- no facial recognition
- voluntary consent
- early aggregation
- limited retention periods
- Separation of regular analytics data from emergency data
- Privacy by design
Emergency call and AI-assisted initial assessment
Report and prioritise incidents in a structured way
Visitors can report an incident via the app. The AI helps structure and prioritise the report — it does not replace a medical professional.
A report can contain
- precise position
- Zone
- Seat or block
- Incident type
- Number of people affected
- Description
- Photo
- Voice report
- Chat
- Callback option
Possible position sources
- GPS
- Bluetooth beacons
- Wi-Fi
- QR codes
- Seating data
- manual selection
Possible visual cues
- Person on the ground
- visible bleeding
- Fire
- Smoke
- blocked route
- Crowd
- obvious danger
Possible follow-up questions
- Is the person responsive?
- Is the person breathing?
- Is there visible bleeding?
- Is there immediate danger?
- How many people are affected?
Important
- no medical diagnosis
- no replacement of medical professionals
- AI supports structuring and prioritisation
- medical guidance comes only from vetted content
Automatic dispatch routing
The most suitable team — not just the nearest
Event Guardian identifies the professionally suitable and fastest-available team and generates a complete dispatch order.
Event Guardian knows
- Positions of medical and security teams
- Team qualifications
- Availability
- current operations
- clear routes
- restricted areas
- current crowd density
- available vehicles and resources
A dispatch order contains
- Position
- Incident description
- Photo
- Priority
- recommended route
- Hazard alerts
- required equipment
Medical team 2 is being dispatched to zone B7. Security team 4 secures the access. Estimated arrival time: three minutes.
Learning from every event
Every event generates knowledge
Event Guardian compares plan and reality and makes the insights usable for the next event.
What is evaluated
- Forecast vs. actual visitor numbers
- Visitor flows
- Waiting times
- Staffing needs
- Beverage demand
- Toilet usage
- Cleaning
- medical incidents
- Safety alerts
- Weather
- technical faults
- Mobile network
- Wi-Fi
- Car parks
- Measures
- Effect of the measures
Examples of insights gained
- Above 28 degrees, water consumption rises faster than previously planned.
- At comparable events, the western entrance is regularly overloaded.
- Toilets in the southern area need shorter cleaning intervals.
- West car park is reaching its capacity limit earlier than expected.
Every event generates knowledge. Event Guardian makes that knowledge usable for the next event.
Benefits
Value for everyone involved
Event Guardian delivers value for organisers, visitors and response teams alike.
For organisers
- better planning
- less over- and under-provisioning
- shared situational picture
- faster decisions
- better documentation
- lasting experiential knowledge
For visitors
- better orientation
- current information
- shorter waiting times
- Warnings
- simple problem and emergency reports
- faster help
For response teams
- precise positions
- structured reports
- better routes
- clear priorities
- current situational picture
- digital feedback
Event types
Suitable for a wide range of events
From festivals to large municipal events — Event Guardian scales with the complexity.
- Festivals
- Concerts
- Sporting events
- Stadiums
- Arenas
- Trade fairs
- Conventions
- City festivals
- Christmas markets
- Open-air events
- Motorsport
- Demonstrations
- municipal events
- Theme parks
- recurring large-scale events
Privacy, security and human control
Responsibility is part of the product
Event Guardian supports incident and event command — and keeps humans in the decision.
- Privacy by design
- Data minimisation
- traceable decisions
- role-based access
- human approval of critical measures
- no facial recognition required
- limited retention periods
- separate processing of emergency and analytics data
- encrypted transmission
- documented measures
- no uncontrolled autonomous AI
Event Guardian supports incident and event command. The platform does not replace medical, regulatory or safety-related decisions.
Open and sovereign platform
Full control over operations and data
Event Guardian is built for openness and independence and integrates with existing systems.
- FOSS-based architecture
- fully operable on-premises
- no mandatory cloud
- open interfaces
- interchangeable AI models
- no dependence on a single vendor
- container-ready
- Kubernetes-ready
- integrable into existing systems
- controllable data storage
Turn event data into a shared, forward-looking situational picture.
Event Guardian combines planning, real-time monitoring, dispatch and knowledge management in one shared platform.
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