Jorge Gramage, CEO of Arisnova: "PLANIFEVEN uses artificial intelligence to improve the management of large events with the support of CDTI Innovation and FEDER funds"
Managing a large event venue involves dealing with changing forums, very different typologies of events, and an enormous amount of scattered and unorganized information. Arisnova, a Valencian technology company with extensive experience and artificial intelligence among its areas of specialization, develops PLANIFEVEN, a solution that combines iterative learning algorithms with natural language processing (PLN) to transform that disorderly history into a structured and easy-to-use database, capable of anticipating needs and optimizing resource allocation. The project is supported by the CDTI Innovation and the European ERDF funds, a commitment that connects with the priority of the Center to promote disruptive innovation that brings cutting-edge technologies to sectors that until now have been left out of much of digitalization, and whose proper functioning has very direct consequences on the experience and safety of thousands of people who attend major events
Coordinating a great event involves much more than choosing a date and booking a space. Behind every concert, fair, competition or congress you have to fit calendars, staff, suppliers, services, montages and resources. For years, much of this work has been managed with spreadsheets and manual processes and, above all, it has depended on the knowledge accumulated by the professionals who know each site.
But this model also has an obvious limitation. An important part of knowledge remains in the hands of specific people and it is difficult to transfer it, systematize it and take advantage of it when the teams change or the complexity of the activity increases.
With this challenge in mind, Arisnova has found in artificial intelligence a new way to evolve his way of working. The Valencian company, founded in 1989 with the purpose of using technology as a lever of innovation and growth for its customers, has been incorporating new capabilities for more than three decades as the technological environment changed. Now, AI is opening a new stage in that journey.
For Arisnova, the opportunity lies in turning accumulated knowledge into information that can be analyzed and used more quickly. "AI allowed us to break that ceiling, not to replace the expert, but to empower him: reduce his decision time, expand his analytical capacity and maximize the quality of each decision made," explains Jorge Gramage, CEO of the company.
Convert the experience into shared knowledge
PLANIFEVEN was born to bring that idea to the day-to-day management of large venues. It is a tool that analyzes historical information and data from management systems to convert accumulated experience into knowledge that can be used systematically.
The system can assist staff in making decisions related to the selection of dates, the valuation of new applications, the allocation of staff or the estimation of services and resources. In this way, instead of starting each planning from scratch, professionals will be able to draw on the experience of previous events to find useful patterns and references.
Planifeven allows you to optimize the distribution of venues and schedules through an accessible and intuitive interface
The difference lies in the ability to cross numerous variables at the same time. A new request can be compared to events held previously and, based on that information, generate proposals on the resources that may be needed or warn of possible incompatibilities.
Thus, a part of the work that until now depended on memory and individual experience becomes a knowledge accessible to the whole team. "The tool analyzes the site's historical information and the data available in its management systems to share knowledge and support key decisions in the process," says Jorge Gramage.
A planning that learns from each event
PLANIFEVEN’s artificial intelligence does not work from a closed set of rules. The platform combines different algorithms designed for the different stages of planning and uses historical data and concrete objectives of the site to generate recommendations.
This allows you to compare possible dates of celebration taking into account multiple factors or propose configurations of staff and services from similar events. It also allows you to change the optimization criteria according to the needs. An enclosure can seek, for example, to increase its occupancy, reduce costs or take advantage of shared resources between events that are held simultaneously.
The system is designed so that recommendations can be reviewed and improved over time. The final decision still belongs to the professional, but he has more information to assess the different alternatives and can know better the criteria that support each proposal. “What used to depend on specific people becomes an asset that can be shared, reviewed and improved over time,” the CEO summarizes.
An intuitive and needs-anticipating platform
One of the particularities of PLANIFEVEN is in the way of relating to all that information. Natural language processing allows you to work with documents that are not normally structured, such as emails, offers, budgets, or event descriptions. The technology identifies the relevant information and transforms it into data that can be used by algorithms.
In addition, the tool offers an accessible and intuitive interface that allows for easier interaction, bringing the capabilities of artificial intelligence closer to professionals who do not need to have advanced technical knowledge. In practice, this can be translated into queries using everyday language or into tools capable of retrieving internal documentation.
The platform also includes three-dimensional visualizations to explore clusters of events according to their content and find relationships that can be useful for decision making. "Their most practical contribution is to compare a new event with those held previously and identify the most similar cases, even if they are not described in the same words, recovering previous experience automatically and without technicalities," explains Jorge Gramage.
PLANIFEVEN also allows for more advanced and coordinated planning, capable of reducing uncertainties before the event begins. “It helps to guarantee that result by anticipating problems before they occur: it detects incompatibilities, warns of possible overlaps and supports the sizing of the necessary resources,” he adds. This information is transformed into concrete indications that are transferred to internal teams and suppliers.
The Drive for CDTI Innovation and ERDF Funds
Converting heterogeneous information and expert knowledge into useful recommendations requires research, algorithm development and a sufficiently broad validation phase. For Arisnova, the support of the CDTI Innovation and the cofinancing of FEDER funds through the Multiregional Operational Program of Spain (POPE), has allowed us to take this technological journey with specialized resources and scientific collaboration with entities such as the University of Valencia. “It has been key to tackling a project of high technological ambition,” says Jorge Gramage.
Facilities of Arisnova in Valencia
In addition, for its director, the research also allows to strengthen internal capabilities in AI that can subsequently be transferred to other developments, customers and sectors.
From reactive planning to prediction
PLANIFEVEN is already in an operational phase of development and validation. Algorithms aimed at assessing dates, supporting resource allocation and generating proposals based on historical information are working. The next step will be to extend the validation cases and progressively improve the quality of the data used by the system.
The platform will also incorporate new sources of information, such as data related to the urban or territorial environment, and will be able to connect with devices capable of providing information on consumption and use of equipment. The challenge will be to integrate all that knowledge without turning the tool into a more complex system to use.
Reliability and the ability to explain recommendations will be especially important as the platform moves towards real applications. The intention is that professionals can understand why the system proposes a certain alternative and use that information to support their own experience.
As the director of the Valencian company highlights, “event management is no longer a manual and reactive process. The future points to predictive and intelligent systems, capable of anticipating needs, analyzing scenarios and optimizing resources before problems arise.” In this scenario, “PLANIFEVEN is the first step: moving from planning based on individual experience to a model in which technology amplifies that experience and puts it at the service of better decisions,” he concludes.
CDTI Innovation
The Center for Technological Development and Innovation, CDTI E.P.E. It is the innovation agency of the Ministry of Science, Innovation and Universities, whose objective is the promotion of technological innovation in the business environment. The mission of the CDTI is to ensure that the Spanish business fabric generates and transforms scientific and technical knowledge into globally competitive, sustainable and inclusive growth. In 2025, within the framework of the Strategic Plan 2024-2027, the CDTI provided 2,423 million euros of support to Spanish companies and startups.
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