£150M Raised. 3,000+ Charities.
Now Running Without the Manual Work.
The UK's leading full-service fundraising events agency, 30 years of experience, 1,000+ events delivered, was facing operational strain that manual workflows could no longer sustain. Quixas built a five-module AI operations platform that transformed how they run every event, every coordination task, and every charity relationship.
Industry
Charity & Corporate Events
Location
London, UK
Delivered
90 days to full deployment
Registration Processing
94%
Reduction in processing time
From 4 hours to 15 minutes per event, for events with 1,000+ participants.
120+
Staff hrs saved/mo
2×
Event capacity
60%
Fewer no-shows
99.2%
Invoice accuracy
0%
Registration time cut
4 hours → 15 minutes per event
0+
Staff hours saved
Per month, redeployed to strategy
0%
Fewer no-shows
Adventure activity scheduling
2×
Event capacity
3-4 → 8-10 concurrent events
The UK's leading full-service fundraising events agency with over 30 years of experience delivering high-profile, high-revenue events for inspiring causes. Based in London, they have raised over £150M for more than 3,000 UK charities.
Their charity client roster includes Shelter, Save the Children, NSPCC, MacMillan, Mind, Diabetes UK, Motor Neurone Disease Association, Alzheimer's Society, Cystic Fibrosis Trust, and Operation Smile.
Mass Participation
London to Brighton Cycle Ride, London's largest Santa Run, Shelter's Vertical Rush
Adventure Challenges
Paragliding, skydiving, trekking to Machu Picchu, Great Wall of China, Kilimanjaro
Corporate Programs
Team-building and employee engagement events
Venue Logistics
Large-scale transport and parking for event venues across the UK
Hundreds of Events.
All Coordinated Manually.
Participant registration consuming 4 hours per event
Manually processing registrations for mass participation events with 1,000+ attendees, sending confirmation emails, training guides, waivers, and logistics updates individually or through fragmented tools.
Transport and parking coordination taking 2 full days
Coordinating shuttle services, parking allocation, and vehicle routing for large-scale events across multiple UK venues with no centralised system. Every event required the same manual build from scratch.
3,000+ charity relationships managed in spreadsheets
Tracking fundraising progress, partner communications, event deliverables, and reporting across thousands of charity relationships using email chains and spreadsheets. No single source of truth.
Weather-dependent activities creating last-minute chaos
Coordinating paragliding, skydiving, and parachuting with participants, instructors, and venue availability, often requiring last-minute rescheduling that consumed significant staff time and generated high no-show rates.
Post-event reporting taking 2-3 weeks to compile
Financial reconciliation, invoice matching, sponsorship tracking, and charity partner reports all compiled manually, delaying payments, partner communications, and strategic planning after every event.
Five Modules.
One Operations Platform.
Quixas designed and deployed a comprehensive AI-powered operations platform tailored to the agency's multi-vertical event management needs, multi-agent orchestration, RAG-powered knowledge systems, and intelligent automation across every operational layer.
Production-grade across every layer.
Multi-agent orchestration, RAG knowledge retrieval, voice AI, and workflow automation, deployed as a single platform.
90 Days to Full Deployment.
Measurable at Every Level.
Doubled concurrent event capacity without hiring
From managing 3-4 simultaneous events to 8-10, without adding headcount. The automation platform absorbs the operational complexity that previously required proportional staff growth.
120+ staff hours per month returned to strategic work
The hours recovered from manual coordination, reporting, and reconciliation were redeployed to event innovation, charity partnership development, and business growth activities.
Human-in-the-loop preserved for safety-critical decisions
Every adventure activity go/no-go decision still requires experienced staff sign-off, via a LangGraph approval layer that ensures automation handles coordination while humans retain accountability for safety.
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
Client name withheld pending approval.
Managing Complex Operations
Across Multiple Events, Clients, or Locations?
We have built AI operations platforms for organisations managing hundreds of concurrent relationships and events. In 30 minutes we map your biggest operational bottleneck and show you exactly what an automated version looks like.