TIMEWELL Base Case Studies | The AI Platform for Large-Scale Event Management
"We want to streamline event operations — but what does that actually look like in practice?"
This article presents real case studies from organizations that have deployed TIMEWELL Base for large-scale events. From managing 4,000+ attendees to coordinating 110 side events across a multi-day technology festival, these cases document how the platform performs under real operational conditions.
Contents
- What is TIMEWELL Base
- Case Study 1: Dream Day at the Zoo 2025 (Adventure World)
- Case Study 2: TechGALA 2026 (Aichi Prefecture)
- Results Summary
- Contact
What is TIMEWELL Base
TIMEWELL Base is an AI-native event management platform developed by TIMEWELL Inc.
Core Features
| Feature | Details |
|---|---|
| AI Automation | Event pages generated in 30 seconds; automated email and report creation |
| Low-Cost Payments | 4.8% transaction fee (among the lowest in the industry) |
| Community Features | Sustained relationship-building after events end |
| Scale Capacity | Stable operation for events with thousands of attendees |
Average Results Across Deployments
| Metric | Result |
|---|---|
| Content creation time | 70% reduction |
| Operational workload | 50% reduction |
| Engagement | 40% improvement |
| Post-event networking continuation rate | 65% |
| Rate of business meetings or collaborations initiated | 45% |
Looking to optimize community management?
We have prepared materials on BASE best practices and success stories.
Case Study 1: Dream Day at the Zoo 2025 (Adventure World)
Event Overview
| Item | Details |
|---|---|
| Event Name | Dream Day at the Zoo 2025 |
| Venue | Adventure World (Shirahama, Wakayama Prefecture) |
| Date | November 5, 2025 |
| Audience | Children with disabilities and their families |
| Organizer | Wakayama Dream Day Executive Committee |
Background
"Dream Day at the Zoo" is an international program that invites children with disabilities and their families to zoos and aquariums for a day of relaxed, inclusive enjoyment. The program originated at Rotterdam Zoo in the Netherlands in 1996 and has since spread worldwide. In Japan, it runs during daylight hours and operates under the "Dream Day" name.
2024 Figures
| Item | Number |
|---|---|
| Attendees | 1,000 families — 4,272 people total |
| Corporate and organizational sponsors | 40 |
| In-kind sponsors | 2 companies |
| Crowdfunding | 185 backers, ¥2,202,000 raised |
Challenges
Running an event at this scale presented several operational challenges:
- Participant data complexity: Managing information for 1,000+ family units
- Application intake: A lottery-based application process requiring systematic handling
- Day-of entry management: Smooth check-in for 4,000+ people
- Sponsor coordination: Alignment across 40+ corporate and organizational partners
How TIMEWELL Base Was Used
1. Participant Recruitment and Application Intake
- A dedicated application page was created on TIMEWELL Base
- Custom question fields collected necessary participant information efficiently
- Built-in lottery functionality enabled fair participant selection
2. Day-of Entry Management
- QR code check-in enabled smooth entry processing for 4,000+ attendees
- Real-time access to participant data at the gate
- Efficient operations with minimal crowding
3. Sponsor Management
- Sponsor invitation allocation tracking
- Per-sponsor participant information sharing
- Consolidated management of associated sponsor events
Result
"Managing over 4,000 participants was a significant challenge, but TIMEWELL Base allowed us to run the event smoothly. The QR code check-in system dramatically improved our day-of operations." — Event operations staff
Case Study 2: TechGALA 2026 (Aichi Prefecture)
Event Overview
| Item | Details |
|---|---|
| Event Name | TechGALA 2026 |
| Theme | "A Technology Festival That Opens the Future of the Earth" |
| Venue | Multiple venues, Sakae and Tsuruma districts, Nagoya |
| Dates | January 27–29, 2026 |
| Organizers | Chubu Economic Federation and others |
Event Character
TechGALA Japan is a global event that brings together professionals across disciplines to create worldwide knowledge exchange. In addition to a main program, the festival included approximately 110 side events — making it one of the largest technology festivals of its kind.
Challenges
Managing the TechGALA side events required solving several simultaneous problems:
- Volume: Cross-managing approximately 110 side events
- Organizer diversity: Startups, corporations, research institutions, and student groups all participating
- Consistent experience: Delivering a unified UX to attendees regardless of which organizer ran each event
- First-time organizers: Many side event hosts had no prior event management experience
Why TIMEWELL Base Was Chosen
Kazuki Takezawa, TechGALA side event director, described the decision:
"TIMEWELL BASE stood out for its well-organized, highly readable page design and AI-powered support features. Both first-time event creators and participants could intuitively understand the content and how to participate."
How TIMEWELL Base Was Used
1. AI-Powered Automatic Page Generation
- Organizers enter event details and a finished page is ready in 30 seconds
- Accessible to organizers with no prior event management experience
- Consistent design that communicates clearly to attendees
2. Cross-Management of ~110 Events
- All side events managed in a unified system
- Scheduling conflicts and overlaps identified centrally
- Attendee cross-navigation across events encouraged
3. Support for a Diverse Organizer Mix
- Startups, corporations, research institutions, and student groups all served
- Flexible scaling to each organizer's size and needs
- Both paid and free events supported
4. Community Features
- Attendee-to-attendee networking continued after individual events
- Ongoing networking facilitation
- Pathways to future events built in
Expected Outcomes
| Item | Expected Effect |
|---|---|
| Organizer preparation time | Significantly reduced |
| Attendee experience | Consistent UX across all events |
| Post-event relationships | Sustained community engagement |
| Secretariat workload | Streamlined through centralized management |
Results Summary
By the Numbers
What the two case studies reveal about TIMEWELL Base in practice:
| Metric | Dream Day | TechGALA |
|---|---|---|
| Attendees / Events | 4,272 people | 110 events |
| QR code check-in | Used | Used |
| AI automation | Used | Used |
| Community features | Used | Actively used |
Why Organizations Choose TIMEWELL Base
1. Capacity for Large-Scale Events
- Demonstrated management of 4,000+ attendees in a single event
- Demonstrated cross-management of 110 sub-events
- Stable operational infrastructure under real load conditions
2. AI Automation Efficiency
- Event page ready in 30 seconds
- 50% reduction in operational workload
- Accessible to users with no prior event management experience
3. Post-Event Value Creation
- 65% of attendees continue networking after events
- 45% of events lead to business meetings or collaborations
- Relationships that don't end when the event does
4. Cost Performance
- 4.8% payment processing fee (among the lowest in the industry)
- AI features included at this price point
- Controlled additional costs even at large scale
Contact
For Organizations Considering TIMEWELL Base
TIMEWELL supports AI-driven event operations efficiency across organizations of all sizes.
What We Can Help With
- Consultation: Identifying your organization's specific event operations challenges
- Demo: Hands-on experience with the management interface
- Case study walkthrough: Examples from similar industries and event sizes
- Proposal: Plan recommendations tailored to your requirements
A Good Fit If You Want To
- Streamline management of large-scale events
- Reduce event preparation time
- Strengthen post-event relationship building
- Reduce payment processing fees
Company Overview
| Item | Details |
|---|---|
| Company | TIMEWELL Inc. |
| Representative | Ryuta Hamamoto |
| Location | Yokohama, Kanagawa Prefecture |
| Business | AI agent development, event platform operations, AI talent development |
| Program Selections | METI J-StarX, SMRJ FASTAR, Kanagawa KSAP, NVIDIA Inception, and others |
| Key Clients | NTT East, Panasonic, Meiji, and others |
Streamline Event Management with AI | TIMEWELL Base
Struggling to manage large-scale events?
TIMEWELL Base is an AI-powered event management platform.
Track Record
- Adventure World: Managed Dream Day with 4,272 attendees
- TechGALA 2026: Centralized management of 110 side events
Key Features
| Feature | Benefit |
|---|---|
| AI Page Generation | Event pages ready in 30 seconds |
| Low-Cost Payments | 4.8% transaction fee (among the lowest in the industry) |
| Community Features | 65% of attendees continue networking after events |
Feel free to reach out to discuss streamlining your event operations.