The Rhine-Ruhr 2025 FISU World University Games is the largest multi-sport event in 2025 with 8,500 Athletes & Officials from 150 countries competing in 18 sports across 6 host cities. Iventis supported the planned of the event over several years, helping the team to deliver this complex event.
Watch our interview with Julian Wiedenmann to hear how the event used Iventis to power their planning efforts
Delivering the largest multi-sport event of 2025 would come with a multitude of challenges, such as co-ordinating across teams, working across 6 host cities whilst meeting the event’s ambitious sustainability goals.
One of the greatest challenges with any multi-sport event is ensuring the right people get the right information at the right time. This has to happen in an ever changing environment with new staff, constant changes and critical decisions relying on accurate information.
The event required equipment, furniture and technology to be procured across 23 world-class venues in 6 different host cities. Managing this task in the traditional way using spreadsheets would be inefficient and error prone.
Multi-sport events involve a growing organising committee, thousands of temporary staff, stakeholders and partners. Each would have their own plans to develop and require detailed information.
The team utilised the Iventis Planner with hundreds of simultaneous users delivering multiple aspects of the event. During different phases the priorities changed from venue management, transport, security and more.
Venue management teams were able to co-ordinate across other functional areas and hold a central set of planning information.
Planners were able to plan in detail the location of equipment, furniture and technology and attach pricing information to them. Prices could be updated as tender processes were completed. This helped track and optimise financial plans.
The CAD team were able to add their plans to Iventis. The functional areas could then conduct certain work reducing the workload on the CAD team when requests or changes were made.
Multiple functional areas developed their plans ensuring a co-ordinated approach and centralised planning process was achieved improving efficiency, reliability and accuracy.
Iventis is proud of its personal, customer-centric approach – and it made a big difference for the team at the event.
“Overall it’s super solution oriented and I had a feeling that we are one of your really good customers but I think you will do this for all your customers.”
Julian Wiedenmann, Logistics Manager Procurement & Controlling, Rhine-Ruhr 2025 FISU World University Games.
The Rhine-Ruhr 2025 FISU World University Games is exactly the type of complex, multi-sport event which Iventis was designed for. One two years, hundreds of planners were able to work seamlessly together improving the efficiency, accuracy and effectiveness of their planning.
To find out more about how Iventis can streamline your event planning, book a demo with one of our experts today.
“We were happy to team up with such a renowned company as Iventis which significantly supported our team in their planning and delivery. The system was used across several functional areas to develop plans and co-ordinate our efforts in the run up to the event.”
“The Iventis mapping software has been instrumental with plotting, measuring and storing the relay route on a secure platform. It allows relay planners to use the mapping software as a development tool, creating and amending the routes. Additionally, it allows for multiple user groups, with various access rights, to view or edit plans and see real-time route amendments. Plans can be shared via a link or exported in KML and PDFs files.”
