Results at a glance
🕒 Hours saved weekly: Not formally measured, but the team avoided managing class registrations for the event manually
👥 Team using Koalendar: A multi-stakeholder event team representing the local government, a football club, and a youth association
📅 Years using Koalendar: Used for one major event, then extended to summer activities
⭐ Top benefit: “Koalendar let us put all the available sports classes into one platform, so that people could just select.”
Overview
Orlando House of Projects is the independent studio founded by Leonardo Cresciullo, a freelance professional who supports founders, organizations, and local projects with business model design, marketing, and project execution.
For one of his major projects, Leonardo helped organize Sportivamente Castell’Arquato, a two-day sports event in a medieval Italian village. He supported the project from beginning to end, coordinating an experience created by three main stakeholders: the local government, the village football club, and an association focused on activities for young people.
Visitors could explore the village and try different sports for free. Alongside the open activities, the program included instructor-led classes with limited capacity, including yoga and aquagym sessions held at different venues.
That created one important question: how could the organizers bring every class together and let visitors reserve their places easily?
The challenge: Managing many activities, limited seats, and different locations
The event was spread across several locations. One class might take place at a sports center, another inside a sports hall, and another in a public square.
Some activities were open to everyone, while others had a fixed number of places available. The organizers needed a simple way to present those classes, manage their individual capacities, and prevent too many people from registering.
“We had specific classes with limited access,” Leonardo explained. “We needed to put all the available classes into one platform, and people could just select.”
Each activity also needed to be managed separately. Different classes had different locations, schedules, hosts, and attendance limits.
Leonardo wanted enough flexibility to control every booking page without forcing all the activities into the same setup.
“I wanted the freedom to manage each class in a different way,” he said. “On the Koalendar page, I can put this information, move this, and manage other things.”
Basically, the team needed a simple way to:
- list bookable classes online
- limit the number of participants per session
- manage different activities, locations, and resources
- let people choose their classes without messaging the organizers ensuring all participants sign the privacy policies and liability waiver - have digital and centralized information, always available.
Without a dedicated booking system, the team would have had to coordinate registrations and availability manually across multiple activities and venues.
The solution: One place to explore and book every class
Leonardo discovered Koalendar while researching scheduling tools online.
He compared the available options, visited the Koalendar's website, and decided it offered the features he needed.
“I saw that you had everything I needed to cover all my tasks. It looked nice, so I thought, ‘Okay, I can use this.’”
The team used Koalendar to create booking pages for the limited-capacity activities. Participants could select the class they wanted, see available spots, and reserve their place online.
This gave the team control over the schedule and number of available places for each class while giving visitors one place to explore their options.
The features that mattered most included:
- Separate settings for each class
- Attendance limits for activities with restricted capacity
- Multiple hosts and resources
- Booking notifications
- Individual pages for sessions held at different locations
Leonardo particularly valued the ability to tailor each page rather than applying one setup across the full event.
“I like the notification system and all the features like limits, hosts, colours, images, you allow for each booking page.”
As the team learned more about the platform, they were able to adapt the setup to the event’s more complex requirements.
“The more you know the platform, the more you can get the best from it,” Leonardo said.
The outcome: A simpler booking experience for event visitors and organizers alike
Koalendar gave the organizers a central place to present all the classes available during the two-day event.
Instead of asking visitors to contact individual instructors or organizers, the team could direct them to the relevant booking pages. Visitors could review the available activities, choose a class, and reserve one of the limited places.
For an event spread throughout an entire village, that centralization was one of the clearest benefits.
“I love your platform! We needed to put all the available classes into one platform so people could just select. Koalendar allowed us to do just that.”
Leonardo Cresciullo
Founder of Orlando House of Projects
In addition, the booking data became useful for more than managing the event itself. It also gave the team a clearer picture of what visitors were most interested in.
By seeing which activities attracted the most attention, the organizers could better understand participants’ preferences and identify where the experience could be improved. Those insights are now helping shape future editions of Sportivamente, from deciding which activities to bring back to introducing new ones and removing potential friction from the visitor journey. In this way, Koalendar did not only help the team organize one event.
Koalendar's booking data also gave the team valuable information to keep the experience relevant and better aligned with what their audience wants in the years ahead.
After the event, sport manager repurposed the Koalendar workspace to manage summer activities and reservations for public sports facilities, including tennis and football spaces.
Therefore, what began as a solution for one weekend continued supporting the organizers after the original project had finished.
“Koalendar is super nice and it’s very helpful. I’d love to work with you again.”
The most useful Koalendar features for this project were:
✅ Multiple booking pages for different activities
✅ Booking limits for classes with restricted capacity
✅ Notifications and reminders
✅ Flexibility to manage different locations and resources
✅ A reusable setup for future activities
Conclusion: One village. Dozens of activities. One simpler way to book.
Organizing a sports event across multiple venues comes with plenty of moving parts. Every class has its own schedule, capacity, location, and audience.
Koalendar helped Leonardo and the event team bring those activities together so visitors could find a class and secure their place without manual coordination.
The system later found a second life managing summer activities and public sports facilities—showing how one flexible setup can keep working long after the original event ends. As Leonardo put it:
“We needed to put all the available classes into one platform, and people could just select, and Koalendar allowed us to do just that.”
