The UK's leading full-service fundraising events agency, 30 years of experience, 1,000+ events delivered, and £150M raised for more than 3,000 UK charities, was facing operational strain that manual workflows could no longer sustain. Quixas built a five-module AI operations platform that cut registration time by 94%, returned 120+ staff hours per month, and doubled concurrent event capacity without new headcount.
The Problem
The agency's charity portfolio included Shelter, Save the Children, NSPCC, MacMillan, Mind, Diabetes UK, Alzheimer's Society, and Operation Smile. Their event portfolio spanned mass participation rides, adventure challenges across the Great Wall of China and Kilimanjaro, corporate programmes, and large-scale venue logistics. Every one of them was run on manual workflows:
- Participant registration consuming 4 hours per event, manually sending confirmation emails, training guides, safety waivers, and logistics updates to 1,000+ attendees
- Transport and parking coordination taking 2 full days per event, rebuilt from scratch every time across multiple UK venues
- 3,000+ charity relationships managed in spreadsheets and email chains, with no single source of truth for fundraising progress, partner communications, or deliverables
- Weather-dependent activities (paragliding, skydiving, parachuting) generating last-minute rescheduling chaos and high no-show rates
- Post-event reporting, financial reconciliation, and invoice matching taking 2 to 3 weeks, delaying charity partner communications and strategic planning
What We Built
Intelligent Participant Management
An automated end-to-end registration pipeline processing 1,000+ participants per event. An AI-driven communication engine generates personalised participant packs, training schedules, safety waivers, and logistics briefs based on event type. WhatsApp and email notifications handle real-time updates and check-in reminders. Registration processing time dropped from 4 hours to 15 minutes per event.
Transport and Parking Automation Hub
Auto-generates shuttle schedules, parking assignments, and route plans based on participant count, venue capacity, and event timing. A dynamic parking allocation engine adjusts in real time for capacity changes. Driver briefing packs are generated automatically per event, reducing coordination from 2 days to 3 hours.
Charity Partner Intelligence Platform
A RAG-powered knowledge system with namespace-isolated charity partner profiles, delivering instant retrieval of partnership history, fundraising targets, event preferences, and past performance across 3,000+ relationships. Automated fundraising dashboards track donations and milestones in real time.
Adventure Activity Scheduling Agent
Multi-agent scheduling for weather-dependent activities that monitors forecasts, instructor availability, and venue slots to auto-optimise schedules. Automated rescheduling detects adverse conditions and proactively notifies participants, cutting no-shows by 60%. Human-in-the-loop approval on LangGraph gates every safety-critical go/no-go call.
Event Operations Command Centre
A unified real-time dashboard across all concurrent events: participant status, transport movements, vendor check-ins, safety compliance, and staff allocation. Automated health and safety document generation, incident reporting, and AI-powered financial reconciliation matching invoices to 99.2% accuracy.
The Platform
Module 1: Participant Management — Automated registration + personalised comms
Module 2: Transport and Parking Hub — Auto-scheduling + dynamic allocation
Module 3: Charity Partner Intelligence — RAG knowledge system (namespace isolated)
Module 4: Adventure Scheduling Agent — Multi-agent with HITL safety approvals
Module 5: Operations Command Centre — Unified live dashboard + reconciliation
Stack: LangGraph · OpenAI GPT + Anthropic Claude · n8n · RAG · WhatsApp Business API · Retell AIThe Results
90 days to full deployment. 94% reduction in registration processing time, 120+ staff hours returned per month, 60% fewer no-shows on adventure activities, and concurrent event capacity doubled from 3-4 events to 8-10 events, without adding headcount.
94% reduction in registration processing time. From 4 hours to 15 minutes per event for events with 1,000+ participants. Every registration confirmed, every participant pack delivered, every waiver sent, without a person in the loop.
120+ staff hours returned per month. The hours recovered from manual coordination, reporting, and reconciliation were redeployed to event innovation, charity partnership development, and business growth.
60% fewer no-shows on adventure activities. Proactive weather-aware rescheduling and automated participant notifications transformed the economics of weather-dependent activities.
Doubled concurrent event capacity without hiring. From managing 3-4 simultaneous events to 8-10, with the same team. The automation platform absorbs the operational complexity that previously required proportional staff growth.
99.2% invoice matching accuracy. AI-powered financial reconciliation replaced 2-3 weeks of manual invoice matching with minutes of automated processing, every event.
“The automation platform Quixas built has fundamentally changed how we operate. What used to take our team days of manual coordination now runs seamlessly in the background. We can focus on what we do best, creating life-changing events, instead of drowning in spreadsheets and email chains.”
Events Operations Team, UK Charity Events Agency
If your team is coordinating complex operations across multiple events, clients, or locations, see the full case study or book a free operations diagnostic.
