How OMELETE&CO planned Latin America’s biggest games festival
Photo
by Marcelo S. Camargo / Governo do Estado de SP CC BY 2.0 (opens in a new tab)
OMELETE&CO is behind some of the biggest live experiences in the gaming and entertainment industry, including CCXP and Gaules. Starting in 2024, they migrated their processes to monday.com to launch gamescom latam 2025 — a massive 5-day event that in 2024 featured 25,000m² of attractions, 1 million in-person gameplays, and a B2B area that facilitated over 12,000 business meetings.
“We need to view all of the tracks for all the stages simultaneously to have an overview of our entire schedule.”
Challenge
Managing the logistics for such a large-scale, multi-day event required precise planning:
- Coordinating activities across 5 main stages/tracks and several side tracks.
- Organizing events by the minute, on the minute, morning until evening.
- Tracking the status and affiliation of tens of activities every day.
- Ensuring real-time visibility and adaptability to last-minute changes.
Monday's native calendar view was not sufficient for this task.
Solution: Calendar Plus for monday.com
Calendar Plus already provided powerful features tailored for the complexity of gamescom latam:
- Time blocking
By blocking out each gamescom event in Calendar Plus' week and day views, OMELETE gained a comprehensive overview of the entire event. - Information at a glance
By showing booking status and brand affiliation right in the calendar, OMELETE was able to see this information at a glance. - Week day selection
gamescom runs from Wednesday until Sunday. OMELETE were able to hide Monday and Tuesday, and set Wednesday as the start of their week to gain an intuitive view of their event.
Still, gaps appeared in their workflow: no track alignment, having to repeatedly navigate to the gamescom week, not enough detail with 30-minute slots.
Working closely with OMELETE&CO's Content Analyst, Calendar Plus was able to address their specific needs:
- 5- and 15-minute time slots
gamescom slots are planned meticulously. By adding support for 5- and 15-minute time slots, OMELETE were able to manage their slots in detail, right from their calendar. - Date pinning
OMELETE's event management was highly focussed on the gamescom week. After developing date pinning, the calendar was able to automatically open to the gamescom week. - Hiding non-event hours
gamescom runs from the end of the morning until the evening. Early morning and late night hours were not relevant and distracting. By adding the capability to show a particular range of hours, OMELETE's team could focus.
“We are already using both features and loving it 😄”
These features are now available to all customers on Calendar Plus Pro.
- Track alignment
Lastly, the largest challenge for the OMELETE team was retaining a clear overview of all their tracks. As a custom solution for OMELETE, Calendar Plus was modified to sort track by track, allowing OMELETE to see clearly which event followed which.
“I've been testing and organizing our grid view tabs and it's much better with the color sorting 🥳”
Results
With the help of the Calendar Plus team, OMELETE&CO was able to:
- coordinate 5 days of tightly packed programming across 5 stages
- manage tens of events per day with clarity
- and execute an event that attracted 100,000 visitors.
“Thank you so much for everything 😄 (…) I love Calendar Plus”
Throughout the collaboration with OMELETE&CO, Calendar Plus was continuously improved based on real user feedback, and there's so much more to do! Our support is consistently praised by our customers and is something we're really proud of and it's no surprise that we're rated so well on the monday marketplace.
