El Padre Case Study

🚀 Problem: 16h per single offer

El Padre — a renowned event agency preparing comprehensive offers (creative concept, visualizations, budgets, schedules). Each offer is a bespoke project involving two departments:

• Creative department: 6-10h (research, concept, visualizations)
• Production department: 4-6h (pricing, budgeting, logistics)
• Total: up to 16h per single offer

Key challenges

• Overload on the creative team — too many projects, not enough time
• Time-consuming manual budgeting and searching for past offers
• No centralized knowledge — transcripts, budgets, archived offers scattered across OneDrive folders
• Smaller projects (PLN 50-100k) unprofitable with that workload

The dilemma: grow the team (costs) or speed up processes without losing quality.

🗒️ Solution: the AION platform

Rollout of the AION platform — an AI-supported process management system. The key: not the AI tools themselves, but integration and data centralization + adapting workflows to the team’s real needs.

Technology stack

• AION — platform for managing AI-supported processes
• OneDrive — integration with the existing file system (automatic sync)
• AI transcription tools — automatic meeting recording and processing
• AI assistants — targeted helpers: Briefing, Event Ideas, Financial Planner, Offer Generator
• Knowledge base search — fast retrieval of information from past projects

Related tools: Make, Airtable, Agentic Systems

📊 Results

Key metrics

• 10-50% faster offer preparation (simple ones up to 50%, complex ~10-20%)
• 10-15% productivity increase in the production department
• 25-30 people supported by AI in their daily work
• A dramatic increase in the number of offers issued per month — without expanding the team

ROI: Time savings

• On average 5-8h saved per offer
• At 15 offers/month = 75-120h of savings
• Equivalent to 2-3 full-time employees

Business benefits

• The production department handles more projects without new hires
• The creative team has more time for innovative concepts
• Ability to bid on smaller projects (previously unprofitable)
• Reduced risk of pricing errors (automated budgeting)
• Knowledge centralization — easier onboarding of new hires

Client voice

“The AION rollout significantly simplified and accelerated our process of preparing event offers across many dimensions. We appreciate the flexibility of the solution and the support of the implementation team. Every day we discover new uses for AION in our organization and tap into its capabilities, even though we are still using only a fraction of its potential.” — Jakub Ćwikliński, Vice President of the Board, El Padre

📝 Implementation: 6 weeks

Week	Stage	Scope
1-2	Integration and data centralization	OneDrive → AION sync, central repository of transcripts, budgets, archived offers
3-4	AI tools rollout	Automatic meeting transcription, processing into structured data, visualization generator, knowledge base search
5-6	Workflow implementation	Targeted AI assistants (Briefing, Event Ideas, Financial Planner, Offer Generator), training for 25-30 people, pilot tests

📒 Summary

• AI in the event industry is the present — even 50% acceleration in an industry that would seem hard to automate
• Integration and data centralization are the foundation — without a unified knowledge base, AI has nothing to draw from
• 6 weeks were enough for a rollout covering 25-30 people
• AI supports, doesn’t replace — the creative team still builds unique concepts; AI takes the tedious, repetitive load off them
• The team is using “only a fraction of AION’s potential” — the benefits will keep growing over time

🔗 Resources

• AION — AI-supported process management platform
• El Padre — event agency