Database maintenance is often overlooked, but it can make or break an IT project. Typically, a back-end team sets up the database when the project starts, but once the platform is used and data starts pouring in, an unoptimized database can become a costly performance bottleneck.

In this case study, we’ll explain how we helped be·at, Belgium’s largest operator of public event venues, achieve a remarkable hundredfold increase in application speed with just a few strategic database tweaks.

Be·at manages a staggering number of events each year – over 600 concerts, shows, and performances across 5 arenas and 3 theatres. Coordinating the logistics for such large-scale events requires seamless communication and efficient operations management.

Our colleagues at Xplore Group stepped in to develop a custom Facility and Event Management Platform (FEMP) for be·at, addressing their needs for staffing, accreditation, and real-time information sharing.

A crucial component of the FEMP is @YourService, a mobile and web application designed to streamline staffing and crew access. Event managers use the web application to manage staffing, while event staff rely on the mobile app for briefings and real-time updates. It’s a powerful platform built for efficiency and scale.

@YourService was a hit, but its success brought new challenges. As the platform scaled to accommodate larger audiences and staff teams, new features like geofencing and real-time notifications were added.

This increased the volume and complexity of data flowing through the system, putting a strain on the original database architecture. Xplore Group, recognising the need for specialist database expertise, reached out to us to investigate a potential performance bottleneck. We quickly pinpointed the issue: the notification system, interacting with the new geofencing functionality, was leading to data throughput problems.

Event managers were using the web application to send out real-time updates (e.g., parking lot full, entrance changes) as notifications with updated briefings. When staff opened a notification, their app would download all updated briefings, plus additional information on current and future events. This could place an unnecessary burden on the database, impacting performance and user experience.

To address this, we collaborated with Xplore Group on a three-pronged solution:

Our key insight? The queries were structured from a top-down perspective rather than from the viewpoint of the team members using the application. This meant retrieving far more data than necessary.

By restructuring the queries to align with actual user needs and creating a few additional indexes, we dramatically improved the database’s performance in a matter of hours. Queries that once took up to 4 seconds were now executed in a mere 40 milliseconds – a hundredfold increase in speed!

The best part? Our solution scales seamlessly. During a real-world test weekend with events across all eight be·at venues, @YourService performed flawlessly, handling the increased load without a hitch.

Beauty lies in the eye of the beholder, but perfection often requires the eye of an expert. This case study shows the importance of specialised database knowledge, especially when transitioning from development to large-scale deployment. Sometimes, a fresh perspective and a few well-placed tweaks can make all the difference.

Both Xplore Group and be·at were thrilled with the results. We continue to support Xplore Group with ongoing database optimisation for be·at, and they’re even considering involving us earlier in the development cycle for future projects.

If you’re experiencing performance bottlenecks as your applications scale or encounter database challenges that require a specialist touch, don’t hesitate to reach out. We’re here to help you optimize your database for maximum performance, scalability, and reliability.