Hassle-free inspection management

How Artion drastically reduces the administrative burden for Easyfairs Belgium

How do you ensure that all legal inspections are followed up perfectly while organising hundreds of events and welcoming thousands of visitors every year? Easyfairs Belgium found the answer in Artion's innovative platform. Stijn Spruyt, health and safety adviser at Easyfairs, shares how this system automatically controls their inspections, contributing to safety and efficiency.

Easyfairs: Visit the future

Easyfairs is an international player in event management, bringing people and companies together at trade fairs, concerts and other events. With a focus on innovation, Easyfairs creates places where ideas, products and networks come to life. Every year, they organise hundreds of events for different sectors, from technology and art to real estate and retail.

Safety first: a challenge

To ensure the safety of various activities across different venues, Easyfairs Belgium must comply with a wide range of legal regulations. This includes everything from fire, material and electricity inspections to managing waste flows and noise pollution. However, this process doesn't always run smoothly, especially in Belgium, where regulations differ significantly between regions.

"Legislation in Flanders, Brussels and Wallonia is often divergent," explains Stijn Spruyt, health and safety adviser at Easyfairs Belgium. "In Flanders, for example, there are strict rules regarding certain installations, while in Wallonia these are less stringent. To keep things simple, we applied the strictest standards everywhere, but that is not always the most efficient approach."

Time wasted on manual work

Previously, Easyfairs Belgium managed their legal inspections using Excel. Although this system was basically functional, everything had to be done completely manually. This made the process incredibly time-consuming and error-prone. "With every update, you had to re-check every row and column," Stijn explains. "And if you made a small mistake somewhere, it could throw off the entire overview."

Furthermore, documents such as certificates and reports were stored in different places, so there was no clear overview. "With so many installations in so many different locations, managing everything this way became unsustainable." The need for a centralised and automated system was growing.

Enter Artion: the platform for automated inspection management

"I thought: if Artion really delivers what they promise, then this is exactly what we need."

- Stijn Spruyt 
ENVIRONMENT, HEALTH & SAFETY 
PREVENTION ADVISER 
Easyfairs Belgium

During the search for an efficient solution, Easyfairs was approached by an account manager from Artion. Stijn took a look at the website and was immediately intrigued. "I thought: if Artion really delivers what they promise, then this is exactly what we need." After an initial conversation, that suspicion was confirmed, and the contract was soon signed. Less than a month later, the platform was up and running.

The benefits of Artion for Easyfairs

So why is Artion the perfect match? Easyfairs Belgium needed a system that was not only efficient and scalable, but also capable of managing the regulations across different regions. Artion offers just that: a flexible, automated system that reduces the administrative workload while ensuring compliance and safety. And that brings many benefits.

"Thanks to Artion, we're confident that all inspections are done on time according to the latest legislation, whether it's in Flanders, Brussels or Wallonia."

- Stijn Spruyt 
ENVIRONMENT, HEALTH & SAFETY 
PREVENTION ADVISER 
Easyfairs Belgium

Additional Feature: facility management

"An extra advantage of the Artion platform is the integrated facility management section," says Stijn. Here, companies can easily keep track of non-mandatory tasks, such as maintenance schedules or internal checks. Users can also set up periodic reminders to make sure they don't miss anything. "It's a convenient way to centralise everything, even  installations that aren't legally required but still remain important."

A dynamic partnership

Easyfairs values Artion not only for the functionality of the platform, but also for its dynamic partnership. "We are a forward-tinking company, and we feel that Artion is the same," says Stijn. "They are open to feedback and implement adjustments based on our input."

A look to the future

Easyfairs Belgium is enthusiastic about the cooperation moving forward. "We see a lot of potential in the platform and are excited about the integration of new features." Thanks to Artion’s flexible approach, processes can continuously be optimised, and the platform can quickly adapt to the changing needs of the industry.