KWO: Secure, Modern, and Reliable Technology for Canada’s Largest Bavarian Festival
Industry: Non-Profit, Festivals & Events
Location: Kitchener-Waterloo, Ontario
Employees: Small internal team (+ seasonal volunteers)
The Challenge
Kitchener-Waterloo Oktoberfest (KWO) is one of Canada’s largest cultural festivals and the biggest annual event in Waterloo Region, managing community programming, Festhallen operations, and the nationally broadcast Thanksgiving Day Parade.
Despite their massive public footprint, KWO operates with a small team and tight non-profit budgets. Their technology environment had grown outdated, inefficient, and difficult to manage. Their previous IT provider was no longer offering practical or timely support, leaving staff without guidance during critical planning periods.
Systems were insecure. Tools no longer met operational needs. Workflows slowed instead of supporting the team. These issues created real risks during preparation for the region’s largest public event. Technology problems strained staff capacity, delayed decision-making, and introduced unnecessary vulnerability during high-profile programming.
“Reis Informatica is approachable, responsive, and highly professional. Their expertise in optimization, security, and integration has elevated our operations—and their commitment to protecting a non-profit’s budget truly sets them apart.”
— Tracy Van Kalsbeek, Executive Director
The Solution
Reis Informatica began with a complete discovery and Alignment Assessment, evaluating all existing systems, identifying gaps against industry best practices, and developing a practical roadmap to bring KWO to a stable, modern, and secure IT environment—while respecting their non-profit budget. Key solutions included:
ManagedCare Services
Consistent, proactive IT management year-round.
Full Cybersecurity Stack & Monitoring
Protecting sensitive festival and organizational data.
Help Desk Support
Friendly, responsive assistance for day-to-day needs.
vCIO Guidance
Strategic planning to ensure technology aligns with budget, timelines, and operational goals.
The Outcomes
KWO now operates with a stable, secure, and easy-to-use IT environment that supports both daily administration and high-pressure festival operations.
01
More confident and productive staff
during planning and throughout festival season
02
Better cost control
through optimized licensing and cloud-based services
03
Replaced outdated systems
with reliable, modern infrastructure
04
Stronger cybersecurity
with incidents prevented before they could cause harm
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