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Key Takeaways(TL;DR)
1
The Problem:
An international spacecraft operations conference was running on paper registration, with no central place for event information and a certificate process handled by hand.
An international spacecraft operations conference was running on paper registration, with no central place for event information and a certificate process handled by hand.
2
The Fix:
Samaaro digitized registration and ticketing, absorbed 800+ registrations in the first 45 minutes, delivered QR codes across email, SMS, and WhatsApp, printed role based badges on scan for VVIPs, press, and general attendees, and put the entire event inside a mobile app with live updates.
Samaaro digitized registration and ticketing, absorbed 800+ registrations in the first 45 minutes, delivered QR codes across email, SMS, and WhatsApp, printed role based badges on scan for VVIPs, press, and general attendees, and put the entire event inside a mobile app with live updates.
3
The Payoff:
A high profile global audience stayed informed in real time, welcome kits and jacket sizes were collected through the registration flow itself, exhibitors could measure the interest their booths generated, and the event ran with zero technical issues.
A high profile global audience stayed informed in real time, welcome kits and jacket sizes were collected through the registration flow itself, exhibitors could measure the interest their booths generated, and the event ran with zero technical issues.
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Bottom Line: When demand spikes and the audience is global space leaders, registration, access control, and live communication have to hold up instantly. The technology has to be invisible; it simply has to work.
Overview
The Indian Space Research Organisation (ISRO), India’s space agency, recently organized SMOPS-2023: International Conference on Spacecraft Mission Operations. The primary objective of this conference was to bring together global space leaders and permit the exchange of ideas on current technology and the issues they present.
Industry
Government Organization
Solutions Used
Ticketing and Check-in, 2D Platform, Event Marketing, Online Certificates
Client Testimonial
We had a truly fantastic experience with Samaaro. The team demonstrated extensive knowledge about event organization and seamlessly guided us through the entire process. They developed an excellent dashboard and screen workflow, providing clear explanations to both organizers and the operating team. Notably, we encountered no technical issues, making the experience even more enjoyable.
The Challenges:
While planning the conference, ISRO had several concerns and was looking for an event technology platform that could make the event a memorable experience.
- Registration: Manual event execution burdened organisers with redundant paper based registration and administrative processes, resulting in time consuming tasks.
- Data Tracking: Attendees could not make well informed decisions about their time because event information was not available online or on a conference platform. The organisers wanted to collect specific attendee information and properly monitor all event parameters.
- Certificates: Issuing certificates to conference attendees at the end of the event was a manual, unstructured process.
By addressing these challenges with technology driven solutions, SMOPS-2023 aimed to maximize the benefits for all stakeholders and create a smooth, dynamic environment that fostered collaboration and knowledge sharing.
Samaaro's Solution
1) Registration Velocity and Tiered Access
The move from paper forms to a fully online system changed the event’s opening hour. Within 45 minutes, more than 800 successful registrations came through Samaaro’s registration and ticketing solutions, while onsite registrations were handled in parallel through the dashboard.
VVIP guests and press members pre-registered through the dashboard, so tiered access was sorted before anyone reached the venue. Every registrant received a unique QR code by email, with the same details repeated over SMS and WhatsApp.
2) QR Check-in, Role Based Badging, and Kit Logistics
At the venue, attendees presented their QR code from the platform or their email. On scan, staff instantly saw the attendee’s role, general attendee, VVIP, or press, and a customized badge printed accordingly. A successful check-in triggered an SMS and WhatsApp message directing attendees to collect their welcome kit at the next counter using the same QR code. The same flow ran again on day 2.
Kit logistics were solved before event day through Samaaro’s inventory management feature: a link in the registration email collected jacket sizes from every attendee. All registration, check-in, and welcome kit data was available in real time, with downloadable reports.
3) The Event App: Live Information and Measurable Partner Engagement
Attendees logged in with an OTP sent to their email or mobile number and got the full event in their pocket.
- Agenda: a day wise schedule organized by hall, with live sessions highlighted and full details on each session, its speakers, and a guide map.
- Audience questions: attendees submitted questions in app, and moderators filtered and surfaced them to speakers from a dedicated dashboard.
- Exhibition hall: up to 12 exhibitors, each with a full profile, resource center, product gallery, and direct actions such as submit query, schedule meeting, and call or email representatives. Every exhibitor received engagement data covering booth visits, documents and products viewed, and inquiries received, so partners could measure the interest their presence generated rather than guess at it.
- Networking: over 1,000 connections were captured through the My Connections feature across the three day conference.
- Feedback: star ratings, dropdown options, and text responses collected in app.
- Notifications: a live feed of organizer updates covering sessions, lunch arrangements, and other event activities.
4) Communication at Scale
Organizers sent unlimited push notifications from the web UI to all logged in attendees, backed by up to 10,000 SMS credits and 10,000 email credits covering registration messages and announcements.
5) After the Event
Participants received a Certificate of Participation, printed individually or delivered by email.
The Results
Conclusion
Large public events are decided in the first hour of registration and the first ten minutes at the door. The same system that absorbed 800 registrations in 45 minutes, separated VVIPs from general attendees, and kept a global audience updated in real time applies to any high demand consumer moment: a launch, an expo, a fan gathering, or a competitive activation. And when partners set up inside the venue, their engagement should be measured, not assumed.
Expecting a registration rush at your next event? Book a demo to see how Samaaro handles velocity, access control, and live engagement on one platform.
