Case Study: Optical Horizons 2025

1. Event overview

Optical Horizons is a nationwide conference aimed at owners and managers of optical practices and stores. The event took place on March 14–15, 2025 in Gdańsk and brought together participants from across Poland.

The conference program comprised 44 hours of lectures and workshops tailored to the current needs of the optical sector. Each participant could freely choose the sessions that interested them, highlighting the practical and personalized nature of the event.

2. Client challenges

The organizer faced several key challenges:

• Website – creating a comprehensive event site including a map, sponsor information, videos, and a detailed agenda.
• Registration & workshop selection – collecting varied participant data and allowing attendees to choose workshops, with blocking rules for sessions running in parallel.
• Financial operations – issuing invoices directly from the system.
• Communication – sending personalized e-mail messages.
• Certificates – generating and distributing certificates after the event.
• Attendance control – monitoring attendance throughout the conference.

3. The CONREGO solution

With the CONREGO system, the organizer fully addressed the conference needs:

• A comprehensive event website was launched.
• Registration forms with workshop selection and automatic blocking of conflicting sessions were implemented.
• The system provided invoicing and financial reports, significantly streamlining settlements.
• A communication module enabled e-mail dispatch with pre-event information.
• After the conference, participants received certificates of attendance.
• On-site attendance control was conducted.

4. Results

• An intuitive registration process and a clear website helped participants prepare for the event.
• Thanks to blocking rules, each attendee could be sure their chosen workshops did not overlap.
• The organizer saved time on issuing invoices and generating reports.
• Automated pre- and post-event communication enhanced the professional perception of the conference.
• Certificates of participation delivered additional value to attendees.

Optical Horizons: Event page and attendee badge (A4 folded to A6).

5. Client testimonial

6. Summary

Optical Horizons 2025 showed that CONREGO is an excellent fit for large industry conferences, where personalized attendee choices, a transparent program, and smooth administrative handling are crucial. The system gave the event a modern framework while providing organizers with real support in managing processes.

About the author

Joanna Chrościechowska

Managing Partner at CONREGO. She specializes in educating event organizers and improving communication with participants. She writes about how to simplify the work of event managers and create processes that enhance attendee satisfaction and the overall effectiveness of event operations.