Event name: Forum PA 2025
Organiser: FPA – Digital360
Location: Rimini
Duration: 3 days
Registered attendees: 15,000+
Sessions: 250+
Speakers: 1,000+
Bookings: 10,000+
Solutions: Registration, ticketing, check-in, agenda, event app, badges
A central event for innovation in Italian public administration
Forum PA is one of the main national appointments dedicated to digital transformation and the modernisation of public administration. A complex event with high organisational demands, bringing together thousands of attendees, hundreds of sessions and more than a thousand speakers across three intensive days.
THE CONTEXT
For the 2025 edition, FPA – Digital360 needed to manage smoothly and centrally:
- registration and ticketing;
- entry and badge printing;
- session booking;
- capacity management;
- programme navigation;
- the attendee experience through the app;
- real-time monitoring and reporting.
The goal was a simple, fast experience for organisers and attendees alike, even with high traffic volumes and simultaneous access.
THE CHALLENGE
Handling large numbers without operational slowdowns
The complexity of the project was mainly about:
- the high number of registrations;
- running more than 280 sessions at the same time;
- coordinating over 1,000 speakers;
- controlling capacity in real time;
- avoiding queues at check-in;
- keeping website, agenda, registrations and event app in sync.
With thousands of arrivals spread across a few hours, stability, automation and operational speed were essential.
THE SOLUTION
An integrated digital ecosystem for the whole event
SharEvent built a complete, integrated platform capable of centralising every organisational process of the event.
CMS and event website
The official event website was built with the SharEvent CMS, with dynamic management of the programme, the sessions and the navigation paths for attendees.
Registration and ticketing
The whole sign-up flow was automated, to simplify registration management and reduce the load on the organising team.
Personalised agenda and session bookings
Attendees could build their own schedule by booking the sessions that interested them, online and through the app. The system allowed:
- real-time availability checks;
- automatic capacity management;
- dynamic session updates;
- booking monitoring.
Check-in and badge printing
To speed up on-site entry, SharEvent implemented:
- QR codes for fast entry;
- automated badge printing;
- digital check-in and centralised access control.
This removed queues and hold-ups even at the busiest moments.
Event app
The dedicated app gave attendees a simple way to:
- consult the programme;
- receive updates;
- reach their own schedule;
- browse the sessions;
- manage their attendance.
THE RESULTS
- over 15,000 registrations;
- more than 10,000 session bookings;
- over 3,500 check-ins;
- more than 1,000 speakers;
- 280 sessions across 3 days.
Performance and optimised management at scale
With the SharEvent ecosystem, Forum PA 2025 was able to handle:
KEY BENEFITS
Shorter queues at the entrance
Digital check-in and badge printing sped up attendee entry.
Process automation
Registration and session management were automated, cutting manual work.
A better user experience
Personalised schedules, the event app and online bookings made taking part simpler and better organised.
Central control
Organisers could monitor data, entries, capacity and how the event was going in real time.
CONCLUSIONS
Technology and organisation for highly complex events
The Forum PA 2025 project confirms SharEvent’s ability to support complex, high-attendance events through integrated, scalable and reliable digital tools. The combination of automation, central management and tools dedicated to the attendee experience made it possible to optimise the organisational processes and keep operations flowing even at large scale.