How Universidad de los Andes runs 750 events a year in-house

Universidad de los Andes, known as UniAndes, is one of the most prominent private universities in Colombia. It has more than 18,000 students and ranks sixth among Latin American universities. In 2018 it adopted Eventtia's event management platform, with one goal: make event management faster, fully digital, and centralized behind a single global portal.

Graduation and certificate ceremonies, career fairs, conferences and cultural events, month after month

INITIAL CHALLENGES Centralizing event management across every faculty.

UniAndes runs a wide range of events: graduation ceremonies, career fairs, conferences, congresses, and cultural events such as concerts and exhibitions. Some are large and hybrid, streamed online for students who cannot attend in person.

Before Eventtia, departments across UniAndes used their own tools and their own workflows to run events. The process was slow, and it looked different from one faculty to the next.

Around 750 events a year, for more than 100,000 registrants annually, called for a different approach. UniAndes needed one platform that would centralize event management, simplify registration, and protect attendee data, without taking autonomy away from each faculty.

UniAndes faced three main challenges:

• Centralize and improve event management. Departments were working across many separate tools, so UniAndes wanted a single solution that would simplify event processes and give each faculty more control over its own registration and landing pages, under its own brand identity.
• Build a dedicated event portal. UniAndes wanted an easier way to promote its events and speed up online registration, through one central events page.
• Protect event security and data privacy. UniAndes needed more control over who could access its events, and stronger confidentiality for participant data.

THE SOLUTION One platform to centralize, digitize and protect event management.

Before Eventtia, UniAndes depended on many separate tools. That drove costs up, slowed processes down, and left no clear, centralized view of its event strategy.

With Eventtia, the central events team got a full control panel where it creates and administers accounts for up to 80 users across every faculty of the university. The team also pulls real-time data and generates detailed reports by faculty or by event type, which makes decisions faster and better informed.

The event portal, carrying the university's own brand

Digitizing event creation with templates

UniAndes runs around 750 events a year, and each one needs a website, an online registration form with custom fields, attendee management tools, and mass communication features.

Each event also has to carry the university's identity, its audience and its purpose, whether that is a conference, a graduation ceremony or a concert. At the same time, many events share the same building blocks, so Eventtia built Event Templates to avoid starting each one from zero.

With these templates, organizers standardize registration forms and make sure every event carries the university's brand identity and the required terms and conditions. Templates also standardize data collection, since participant and event information syncs through the API. Data stays consistent and well structured across every event.

Building a custom event portal

Eventtia's team built a fully custom event portal for Universidad de los Andes. It connects the frontend of the university's website to Eventtia's backend through an API, so the two systems share data automatically. That setup brings several benefits:

• All event information sits in one place, which gives the team a complete view of every activity.
• Managing participant registrations becomes more efficient.
• Event promotion improves, because the university's own web design and communication tools now sit alongside Eventtia's marketing features.

Protecting participant data with advanced security

To tighten security and simplify access to the platform, UniAndes uses an email verification system built by Eventtia's technical team. Users already signed in to their university email account can reach Eventtia directly, without logging in again.

Because UniAndes handles personal and sensitive participant data, Eventtia helps the university comply with local data privacy regulations and gives it more control over that information. Solid privacy and security standards build trust with attendees and strengthen the university's reputation.

Together, these pieces give UniAndes organizers and attendees a smoother, better connected experience, with events that are easier to run and easier to find.

Registration forms carry the university's terms and its data consent fields

THE BENEFITS More control, more security, and 6,000+ events run with ease.

The switch to Eventtia brought clear results for UniAndes:

• Full autonomy across every faculty. With Eventtia, each UniAndes faculty runs its own events from one place, fully autonomously and without extra security risk.
• One control panel for the whole university. The central team administers accounts and access for up to 80 users across every faculty, with real-time data and reports by faculty or event type.
• Faster event creation with templates. Event Templates let teams spin up new events quickly, and keep each one consistent with the university's brand.
• Stronger security and data privacy. A built-in email verification system and strict data protections give UniAndes more control over participant information and help it comply with local privacy regulations.
• A custom event portal, fully connected. The portal links the university's website directly to Eventtia through an API, centralizing event information and making promotion and registration more effective.
• Growth without losing control. UniAndes now runs more than 6,000 events with fewer resources and less time, while keeping the experience smooth for organizers and attendees alike.

THE BIG PICTURE

With Eventtia, every faculty at Universidad de los Andes centralizes its work and runs its events autonomously, securely, from one place. The university has tightened event security, and it promotes events and registers attendees through its own custom portal.

By centralizing and digitizing event management, Universidad de los Andes has grown its capacity to run events with fewer resources and less time. It also offers organizers and attendees a smoother experience, across every kind of event it puts on, from graduation ceremonies to career fairs and cultural programming.

Large-format events run through the same platform as a twenty-person workshop