Interview: Ewelina Maciesza, Polymus
We started our collaboration with the Polymus Agency in 2012 with a conversation with a highly experienced event manager, whom I would like to introduce to you in this interview.
At the very beginning of our journey, we were fortunate to work with true professionals. They provided us with the knowledge and motivation to develop the event management software, which event managers in Europe and beyond now eagerly use. Event agencies have had a significant impact on the system's development.
One of the first agencies to use CONREGO was Polymus. This 360° agency, part of the Arteria S.A. capital group, has specialized in complex integrated campaigns using various media since 1996. Our collaboration with them began in 2012 when we spoke with a highly experienced event manager, whom I would like to introduce to you today. For today’s interview, we have the pleasure of speaking with Ewelina Maciesza.
The interview was originally recorded on video, but unfortunately, we do not have a version with English dubbing.
Interview Transcription
Hi, Ewelina!
Hi, Tomek.
We’ve known each other for almost six years, yet I’ve never asked you this question—how did your journey in the event industry begin?
My journey in the event industry started about 12–13 years ago with small-scale events when I was working at an advertising agency. Back then, I mainly focused on client service and preparing promotional materials. I realized that this was an exciting branch of event activity. As I moved through different jobs, I became increasingly involved in organizing such events. I found it so fascinating that I completely devoted myself to it. These past years of working in this industry have completely absorbed me.
It’s certainly a demanding job, but it also brings immense satisfaction. Apart from the fact that you’re constantly meeting new people, facing new challenges, and always learning something new, this is definitely an industry with a future. I think that very few sectors on the market today offer the same opportunities as the event industry. So, I started small, and now, working at Polymus, I organize large events, whether for the IT industry or other clients. It’s an incredible feeling to be professionally fulfilled. I’ve achieved what I wanted over these years. Of course, I still have ideas I’d like to realize. It’s not like my event-related dreams have run out. But I think that within a few years, my professional ambitions will be fully achieved.
Is there something you haven’t done in the event industry yet but would love to?
That’s a tough question… I’ve always wanted to invite a world-class music star and organize an event on such a level that it would incorporate all possible multimedia and stage design features. The same goes for artistic attractions. I’d love for event attendees to experience everything at the highest level. Of course, the events we currently organize provide great satisfaction to participants, but there’s always a desire for more. More excitement, more impact. Naturally, this would require a massive budget. But I don’t think anyone has ever managed to host an event featuring Sting, Madonna, and a 360° multimedia stage with LED screens, moving stages, and drones flying overhead. These are dreams—but maybe one day…
I’m keeping my fingers crossed! Because why not? I’m absolutely sure of one thing—you would make it happen. I’ve seen you in action many times, and I know that "it can’t be done" is not in your vocabulary. I’ve never heard you say "it’s impossible," and I can’t imagine any challenge you wouldn’t overcome.
I’ll put it this way… In the event industry, there’s no such thing as "it can’t be done" or "it’s impossible." Everything is a matter of finding the right solution and approach to a given challenge. Clients come to us with different problems because they trust us to find a solution. We do our best to provide those solutions, whether through our own expertise or with the help of subcontractors we collaborate with.
Speaking of subcontractors – in 2012, we began our collaboration with a forum for dynamically growing companies and institutions. That was the first time you used our event management software for event registration and application management. What made you choose this system over another one back in 2012?
A lot of time has passed since 2012! I remember what convinced me, but I don’t recall the details. We have completed so many events together…
We collaborate with you on events that require a participant registration system. You provide a complete solution in this regard – the best one imaginable. At that time, there were very few companies on the market offering this type of registration. Working with clients, I encountered very high expectations when it came to registration processes. On the surface, registration seems simple. Some people think that registering for a conference just means filling in details, submitting the registration form, and that’s it. But we had more complex requirements, the bar was set higher, and the system had to be more advanced and sophisticated. I don’t remember exactly what it looked like back in 2012, so don’t expect me to…
There are so many conditions that define a participant’s eligibility to attend a conference… and you met every one of them perfectly. Even looking at this year’s conferences – there are many different types of participants. We have nominated and non-nominated participants, those who can attend the event if they register and are invited by a client, or partners who register themselves. These are just simple examples of the conditions a participant must meet to attend a conference. From a service and satisfaction perspective, you provided exactly what we needed. The client added new conditions, and you implemented them. As a result, we had a smooth registration process and satisfied participants.
In the following years, from 2013 until today, we have worked together on the IT Challenges Forum – handling registration, reception, and access control. Now, IT Challenges has changed its name and format, and we are talking about ReimagineIT. Over the years, from 2013 to 2017, how do you assess the evolution of your needs in terms of registration processes, on-site participant management, and system support?
System support is very important. At the beginning of our cooperation, we didn’t need on-site support. At some point, this requirement emerged, and we moved away from manually printed name badges. We turned to you, and now every participant registering for the conference receives a system-generated badge with their own QR code. At the conference, hostesses use QR code scanners, making registration much faster and smoother. At some events, we had a thousand participants, and they were all registered in record time.
The flow of participants is also crucial. We know which participant enters which room and how long they stay there, as they are scanned both at entry and exit. We understand their interests and needs at the conference, which is a huge advantage. The solution you provide with the event registration software implementation is based on customization rather than pre-made templates. Could you prepare multiple editions using the same template? You can’t, for a very simple reason – because the registration format and requirements differ.
The process is constantly changing.
The process is always evolving, but our needs, as well as those of the client, are continuously met. The system also enables ongoing communication with participants. I have access to the system and can see live statistics. For example, how many people are registered for a specific track, where they are in the registration process, whether they have only entered their email address or selected specific sessions. It might sound intrusive to say we "track" them, but in reality, we monitor the process and can follow up with a message saying, "Hey, you haven’t completed your registration; you haven’t chosen your tracks, and the process is incomplete."
You can help the participant.
Yes, and that is part of our job.
Which CONREGO feature do you value the most?
Honestly, there isn’t a single feature that stands out because all of them are important and valuable to me. Whether it’s the event website, participant reception, or conference badges – each of these functionalities plays a crucial role. Without any of these elements, the system wouldn’t be as complete as it is now.
So you appreciate the system’s consistency.
Yes.
What role do subcontractors play in your work?
A very big one. Without subcontractors, there wouldn’t be an event. We are essentially one big family because we have worked with subcontractors for many years. We know each other, our needs, and our expectations. I believe that teamwork, understanding, collaboration, and responsiveness are what matter most. I have always been impressed with working with you because no matter whether I sent an email at 5 PM, 6 AM, or 1 AM, I always received a response. Even if it was just, "I will update the nominations in the morning." The continuous communication and the sense of security that comes from working with you are why we keep working together year after year.
And we continue. I appreciate that, and I’m glad you do too, because we put a lot of effort into this. I know it’s important, that it builds a sense of value in what we do, beyond just completing tasks and issuing invoices. If it were only about that, it would be like working in a factory – and that’s not what this is about.
Ewelina, what do you enjoy most about your job?
The adrenaline!
Oh! You’re addicted!
Addicted to adrenaline, addicted to challenges. I think that’s the best thing about events – the uncertainty factor. This job requires great precision, dedication, and most importantly, a heart for working with people and clients, because clients vary. You have to be lucky to work with clients like I have – those who are organized, rational, and know exactly what they want to achieve. But that’s what I love. If I ever stopped working in events – which I find hard to imagine – I would miss the people, the adrenaline, and the feeling that we are creating something great that others will appreciate. That goals are being met.
What advice would you give to a beginner event manager?
If someone new to the industry asked me that, I would tell them to start with an internship at an event agency, even unpaid.
Theory is one thing, but real experience is invaluable…
Thank you for your time. I look forward to working together again soon.
We’re counting on it!
Absolutely!
Thank you, Tomek!