Samaaro + Your CRM: Zero Integration Fee for Annual Sign-Ups Until 30 June, 2025
- 00Days
- 00Hrs
- 00Min
Curating Exclusivity for Influencer Events: How Brand Ripplr Optimized VIP Registrations with Samaaro
Overview
Brand Ripplr, a trailblazer in influencer marketing, is at the forefront of curating impactful connections between brands and content creators across the MENA region and beyond. As a full-service platform and agency, Brand Ripplr empowers businesses to unlock authentic engagement and drive measurable results through strategic collaborations with its expansive network of social media influencers. Beyond its core services, Brand Ripplr is a significant contributor to the influencer ecosystem, exemplified by its hosting of the prestigious MENA Content Creator Awards. These annual gatherings serve as a vital platform for recognizing excellence, fostering industry dialogue, and uniting international celebrities, regional creators, and leading brands, thereby setting the standard for curated, content-rich engagement within the digital sphere.
Industry
Digital Marketing and Advertising & Marketing
Solutions Used
Registration, Check-in & Badge Printing
Did you know that influencer events with VIP-only access see up to 3X higher brand recall than open-to-all experiences?
For Brand Ripplr, a leading influencer marketing platform, creating high-touch, invite-only moments wasn’t just about exclusivity, it was about control. From managing limited seats to personalizing access for high-value creators and clients, every interaction had to feel curated. But with growing scale, traditional invite systems were falling short. That’s where Samaaro stepped in.
Challenge
For an invite-only gathering of the region’s top influencers, Brand Ripplr had the experience design covered, but what they needed was a smarter way to operationalize exclusivity.
Traditional RSVP flows weren’t built to handle segmented access, creator-specific invites, and attendee caps, all while maintaining a premium feel. They needed a platform that could support:
Two-tiered access: VIP creators and brand clients had to receive different forms of communication and entry points.
Social handle-based validation: Many influencers didn’t register with email IDs; their identity was tied to social media.
Capacity-based auto-closure: Once the limited seats filled up, registrations needed to stop instantly to prevent crowding.
Their core challenge? Streamlining RSVPs with precision, while ensuring the exclusivity of the experience wasn’t compromised at any stage.
The Samaaro Difference
What set Samaaro apart was its flexibility to handle both open registration and high-security invite-only access, on a single platform. Our team created a system that mirrored the exclusivity of Brand Ripplr’s vision while keeping the backend agile and automated.
1. Dual Ticketing Paths
To handle two very different audiences, VIP influencers and invited clients — Samaaro created two separate ticketing workflows:
- A limited seat, open registration link for invited clients.
- Invite-only access for influencers using their social media handles as unique identifiers.
This ensured zero oversubscription and full control over who attended.
2. Unique Invite Matching with Social Handles
Influencers don’t always RSVP like the rest of us. So we let Brand Ripplr upload a curated list of Instagram handles, matching them against registrations dynamically. Only those on the pre-approved list could sign up for the event.
- This created a seamless and secure VIP entry process built around how influencers engage.
3. Auto-Shutdown When Capacity Was Reached
Brand Ripplr wanted to limit total entries to 400. Samaaro’s ticketing engine automatically shut down registrations the moment that number was hit, ensuring no chaos on event day.
- The team avoided overbooking and managed event logistics without manual monitoring.
Results That Moved the Needle
400-seat capacity
managed with full control,
zero overflows
100% invite validation
via social handle matching
2 unique workflows
enabled on one platform
A Moment from the Field
At the entrance, a creator paused and smiled: “You really sent me an invite on my handle? That’s different.”
That moment alone proved the point – personalized access wasn’t just functional, it was memorable.
What This Signals for Influencer Events in 2025 and Beyond!
According to a 2024 Statista report, over 74% of marketers plan to increase budgets for experiential influencer events, prioritizing access control, exclusivity, and creator experience. But here’s the paradox: as the guest list shrinks, the expectations soar.
Brand Ripplr’s approach shows us that precision is the new premium. Whether it’s validating a guest through their Instagram handle or auto-capping registrations to avoid chaos, the future of influencer events lies in marrying high-touch curation with low-effort tech enablement.
This case is a blueprint for modern brand-led experiences, where controlling access isn’t just about security; it’s part of the storytelling.
Key signals:
Events with verified invite lists see up to 2.7x higher NPS from high-value attendees.
1 in 3 creators are more likely to post content when the experience feels personalized.
The ability to link CRM data with ticketing workflows is becoming a must-have in the influencer event tech stack.
In short: tech-powered exclusivity is no longer optional, it’s the new expectation.
Streamlining EOI Collection Queue Management for a Real Estate Giant in Bangkok<font dir="auto" style="vertical-align: inherit;"></font>
Overview
One of Southeast Asia’s fastest-growing real estate developers, headquartered in Bangkok. With a portfolio spanning luxury condominiums, gated villa communities, and mixed-use commercial hubs, the company has built a reputation for delivering aspirational urban spaces. The developers host large-scale property launches across Bangkok, Singapore, and Kuala Lumpur, often drawing 1,500+ channel partners, investors, and prospective buyers. These events are high-energy, high-stakes environments where limited inventory meets surging demand. For the developer, the success of a launch is not just about sales, it’s about building trust with investors, ensuring fair allocation, and delivering a premium experience that reflects their brand promise.
Industry
Real Estate
Solutions Used
Registration Forms , Automated Communication, QR Code Validation, Queue Management System
Did you know? At large property launches, buyers often spend 2–3 hours in queues, and nearly 40% of EOIs are delayed or disputed due to manual verification.
The client, a leading Bangkok-based developer, was preparing for the grand launch of its latest property. Hosting 10–12 property launches annually, the team needed a structured way to collect Expressions of Interest (EOIs), validate payments, and efficiently manage large onsite queues at all their events. By using Samaaro’s integrated suite, the client was able to automate EOI collection, streamline communication, and simplify onsite queue management, ensuring a consistent, frictionless experience for both channel partners (CPs) and customers.
Challenge
Real estate launches are often chaotic. Channel partners and customers rush to secure units, creating long queues, delayed verification, and miscommunication.
The Bangkok developer faced these key challenges:
- Manual EOI collection through phone calls, emails, and scattered spreadsheets.
- Payment validation gaps, leading to disputes on the day of the launch.
- Lack of real-time communication with CPs/customers after submission.
- Unmanaged queues onsite, with customers waiting for hours without clarity on their turn.
This created friction at every stage, risking the credibility of the launch experience.
The Solution
Samaaro deployed an end-to-end workflow to simplify EOI collection and transform the launch-day experiences.
1. Digital EOI Form Setup
a. The developer’s team used Samaaro’s event registration platform to design a tailored EOI process.
b. The registration flow captured both personal details and buyer intent, including property type of interest, token amount paid, cheque details (number, bank name, date), document uploads (cheque photo/PDF)
c. The EOI link was distributed across channel partner networks and embedded on the developer’s official website, ensuring maximum reach and faster submissions.
2.Automated Acknowledgement & Tracking
a. Upon submission, CPs/customers received an email & WhatsApp message with:
i. Acknowledgement note
ii. Unique token number
iii. QR code for onsite verification
iv. Application validity (48 hours for plots, 72 hours for villas)
3. Automated Review & Approval Workflow
a. The builder’s admin team reviewed applications, validated cheque details, and approved/rejected requests.
b. Accepted applicants were notified instantly via email & WhatsApp; rejected ones were informed with reasons and directed to resolve issues with the admin team.
4. Onsite Queue Management
a. At the launch venue, CPs/customers scanned their QR codes at reception.
b. Samaaro’s Queue Management System generated a token number, allocated a counter, and displayed estimated wait time.
c. Sales agents could instantly pull up applicant details (property interest, payment info, documents).
5. Final Verification & Processing
a. Sales agents added real-time notes such as “Cheque received” or “Documents verified”.
b. A confirmation email/WhatsApp was sent instantly: “Your EOI has been successfully processed.”
The Impact
100% digital EOI collection, eliminating paperwork errors and manual spreadsheets
65% reduction in queue wait times with automated counter allocation leading to a 40% higher NPS amongst CPs and customers.
80% faster verification (under 3 minutes per application) process as sales agents had applicant data upfront
Zero communication gaps, real-time updates via WhatsApp & email kept CPs/customers fully informed
Moment from the Event
One channel partner, who previously spent over two hours waiting at their earlier launches, was surprised when his QR code scan instantly allocated him to a counter with a 10-minute wait time. His EOI was processed in under 3 minutes, a game-changer in customer experience.
Industry Takeaway
In real estate, time isn’t just money, it’s trust. Launch events are decisive moments where buyers and channel partners expect speed, clarity, and fairness. By digitizing EOI collection and integrating queue management, developers can eliminate friction, build credibility, and accelerate conversions. In a market where every minute can decide a sale, streamlined launch-day operations are no longer optional, they’re a competitive advantage.
How Bureau Veritas Digitized a Global Seminar: 95% Digital Session Check-Ins and 600+ Feedback Entries Captured
Overview
Bureau Veritas is a global leader in Testing, Inspection, and Certification (TIC) services. With a legacy spanning nearly 200 years, the organization plays a pivotal role in ensuring quality, safety, and regulatory compliance across industries. The company hosts numerous internal seminars, trainings, and leadership events aimed at strengthening employee alignment and driving continuous development across its international workforce.
Industry
Testing, Inspection, and Certification (TIC)
Solutions Used
Website Builder, RSVP Management, Event App, Feedback Manager
Did you know?
For Brand Ripplr, a leading influencer marketing platform, creating high-touch, invite-only moments wasn’t just about exclusivity, it was about control. From managing limited seats to personalizing access for high-value creators and clients, every interaction had to feel curated. But with growing scale, traditional invite systems were falling short. That’s where Samaaro stepped in.
Challenge
With a week-long seminar planned for employees flying in from multiple countries, Bureau Veritas sought to modernize the way it conducted internal events. While their program and speakers were well-defined, their existing process lacked a scalable and structured system to manage attendee engagement and logistics.
They needed more than just a digital event; they needed a smart system that could centralize:
- RSVP Management with custom travel data capture
- Guest itinerary coordination to manage flights, stays, and session preferences
- Real-time session tracking without manual registers
- Agenda clarity across concurrent tracks
- Post-session feedback collection for insights-driven planning
The Solution
What set Samaaro apart was its flexibility to handle both open registration and high-security invite-only access, on a single platform. Our team created a system that mirrored the exclusivity of Brand Ripplr’s vision while keeping the backend agile and automated.
1. A Clean, Informative Event Microsite
We built a minimalist event website to centralize all event details. Attendees received personalized RSVP links that also collected travel and stay preferences, making it easier for the organizing team to plan transportation and accommodation logistics with confidence.
2. Travel Itinerary Coordination with Centralized Logistics
Attendees flying in from different locations could submit travel and stay preferences directly through the RSVP form. The organizing team used this data to manage airport pickups, hotel bookings, and internal transport, reducing last-minute coordination and ensuring everyone arrived prepared.
3. Smart Agenda Navigation with Color-Coded Tracks & Favorites
To simplify navigation across multiple parallel sessions, tracks were grouped by vertical and color-coded within the event app. This helped attendees instantly recognize relevant content while reducing the chances of overlap.
Participants could also bookmark sessions as favorites, creating a personalized agenda that was accessible on the go, eliminating the need for printed materials and enabling smoother session planning.
4. Digital Check-In at Session Level
No QR scanners or manual entries, just a simple self-check-in system inside the app. This made it easier to track session-wise attendance without interrupting the flow of the event.
5. In-Session Interactivity Tools
To maximize value per session, we integrated interactive tools such as live Q&A, polls, and downloadable notes. This created a two-way learning environment that was richer than passive listening.
6. Smart Feedback Collection
Feedback forms were triggered automatically after each session and could be accessed via the app or email. This ensured a high response rate and gave organizers deep insights into speaker effectiveness and session quality.
Results That Moved the Needle
100% registrations were captured through the
centralized RSVP system, streamlining communication
and eliminating manual errors.
98% of travel itineraries
were finalized ahead
of time through the
RSVP form, leading to
smoother pickups,
hotel coordination, and
zero-day-of-event
confusion.
99.9% attendees used
the app-based agenda
instead of printed
booklets.
92% of attendees used
the favorites feature to personalize their schedules.
95% session check-in
rate via the app, without
manual tracking or delays.
600+ feedback responses collected, giving the
Bureau Veritas team
actionable insights for
future planning.
Moment from the Event
As sessions wrapped up, one thing became clear—every attendee walked in knowing where to be, what to expect, and how to engage. With track colors and favorites simplifying everything inside the app, the experience felt structured yet flexible.
For a seminar that once relied on spreadsheets and paper guides, this transformation wasn’t just digital—it was a shift in how internal events are experienced.
Industry Insight
Internal events aren’t just about alignment, they’re about efficiency.
This case reveals a critical shift happening in large enterprises: employee-facing events now demand the same strategic rigor and personalization as external ones.
A recent report by Gallup indicates that highly engaged employees show 21% higher profitability and are 41% less likely to miss work. Platforms like Samaaro allow companies like Bureau Veritas to bring structure, personalization, and data-backed insights into internal events, proving that employee experience is just as worth investing in.
How IvyCap Ventures Boosted Registrations by 20% and Cut Check-In Times by 70%
Overview
IvyCap Ventures, a renowned venture capital firm, is dedicated to empowering the growth of high-potential startups. By offering crucial early-stage funding and nurturing innovation, IvyCap has established itself as a pivotal player in the entrepreneurial ecosystem. Their focus spans technology, healthcare, and consumer goods, with a commitment to fostering exceptional entrepreneurs. IvyCap actively engages with the startup community through investor summits, startup showcases, and industry-focused workshops, building connections and driving innovation across the landscape.
Industry
BFSI
Solutions Used
Website with custom registrations, Check-In & Badge Printing, Attendee App.
Events that offer tailored, multi-pass registration and streamlined check-ins reduce guest wait times by up to 70%, driving higher satisfaction and engagement.
When IvyCap Ventures, a leading VC firm connecting investors and startups, scaled their summits with diverse attendee types, they faced a pressing question: How do you streamline registrations and check-ins across varied stakeholders without compromising on guest experience?
The Challenge: Managing Diverse Attendees with Precision & Speed
IvyCap’s events bring together a complex mix, investors, startups, portfolio companies, speakers, and VIPs, each requiring distinct registration and access handling. The event team grappled with:
- Confusing registration flows due to multiple pass types, leading to delays and attendee frustration.
- Long wait times for VIPs and speakers, caused by lack of efficient badge printing and check-in processes.
- Limited tools to drive real-time social engagement, which meant missed opportunities to boost event buzz.
They needed a solution that could simplify registrations, speed up VIP check-ins, and amplify attendee interaction without adding operational overhead.
Why Samaaro? A Suite Built for Complexity & Engagement
IvyCap partnered with Samaaro because it offered a flexible platform tailored for multi-pass registration and efficient check-in workflows. Samaaro’s solution also integrated a live attendee app with social media features, crucial for IvyCap’s goal of driving buzz and engagement. Plus, Samaaro’s strong customer support and data security gave IvyCap the confidence to scale operations seamlessly.
Key Solutions Implemented
- Custom Website Registrations
A bespoke registration system, embedded in IvyCap’s event website, managed multiple attendee categories smoothly, investors, startups, VIPs, speakers, reducing drop-offs and registration confusion.
- Pre-Printed Badges & Mobile Check-In
VIPs and speakers received pre-printed badges enabling instant check-in, while other attendees benefited from a mobile-optimized scanning dashboard designed to work in low-connectivity environments, cutting check-in times to under 3 seconds.
- Interactive Event App with Social Wall
Sessions were live streamed and schedules were available on the app, which also featured a Walls.io-powered social wall displaying live posts and fostering real-time attendee interaction, amplifying event excitement and online visibility.
Results That Made a Difference
20% increase
in registrations
year-over-year
with minimal drop-offs
Check-in times
reduced to under 3
seconds per guest
Check-in times
reduced to under
3 seconds per guest
A Moment from the Field
Before Samaaro, IvyCap’s VIPs and speakers often faced long waits, creating frustration and delaying event flow. One event manager recalled,
“Seeing VIPs walk straight in with pre-printed badges was a game-changer. It freed us up to focus on the content instead of the queues.”
The Bigger Picture: What This Means for Venture & Startup Events
As startup and investor gatherings grow larger and more complex, platforms that combine tailored registrations, fast check-ins, and live engagement tools become essential. IvyCap’s success underscores a broader industry shift: technology must empower event teams to handle complexity while enhancing the attendee experience.
For venture capital firms and startup ecosystems, these tools aren’t just conveniences, they’re critical for building meaningful connections and showcasing innovation in real time.
Ready to streamline your event operations and deliver seamless experiences for all attendees?
How Modon Properties Transformed Guest Journeys: 50% Faster Check-ins and Seamless Sales Handoffs
Overview
Modon Properties, a prominent real estate developer in Abu Dhabi, is dedicated to shaping the future of urban living. By delivering innovative and sustainable developments, Modon Properties transforms landscapes into thriving communities. Their portfolio encompasses a diverse range of projects, including residential, commercial, and mixed-use developments. Modon Properties also organizes events related to their projects, such as property launches, community events, and investor relations events.
Industry
Real Estate
Solutions Used
RSVPs, Event Communications, QR-based Check-ins, Queue Manager, Sales Agent Dashboard, Event-Based Reporting, Sales and Performance Analytics
Did you know?
Up to 65% of real estate event attendees drop off before engaging with a sales rep, often due to poor coordination, delayed check-ins, or missed handoffs.
For Modon Properties, every guest interaction during an event could translate into a property inquiry, or a sale. But without streamlined guest management, potential conversions were slipping through the cracks. They needed a smarter, integrated solution that could personalize guest experiences and empower the sales team to move fast.
The Challenge: Managing High-Stakes, High-Touch Events at Scale
Here’s where the cracks appeared most:
- Scattered RSVP data meant no real-time view of guest status or preferences.
- Manual queue management led to confusion and long wait times at entry.
- Sales agents lacked context, often meeting guests cold without knowing their interests or profiles.
- Zero visibility post-event made it difficult to track engagement or measure outcomes.
As expectations grew, the team realized: efficiency wasn’t optional, it was critical to conversions.
The Solution: Centralized Guest Management with Sales Intelligence Built In
Modon partnered with Samaaro to rewire their event workflows from the ground up. What they needed wasn’t just check-in tech, it was a complete guest-to-sales journey that worked in real time.
Here’s how the solution was structured:
Custom RSVP Workflows with Automated Guest Communication Guests received personalized invitations linked to dynamic RSVP forms. Once confirmed, they were auto-enrolled into a pre-event communication sequence: reminders, location details, parking info, everything was sent automatically, removing manual follow-ups.
QR-Based Check-ins with Queue Management Intelligence
Guests checked in via QR codes that triggered smart routing. Samaaro’s Queue Management System matched each guest with an available sales rep based on live data and predefined priority logic (VIPs, past buyers, new leads, etc.).
(No more guesswork, no bottlenecks, no manual coordination.)
Sales Agent Dashboards for Smarter Conversations
Each agent received a real-time dashboard showing who was assigned to them, guest details, and past interactions. That meant zero ramp-up time and more meaningful conversations.
Full-Funnel Guest Journey Tracking
From check-in to engagement duration, every guest movement was tracked. The team could now answer key questions post-event:
- Who arrived, and when?
- How long did they spend with sales?
- What was the drop-off rate?
Results That Moved the Needle
50% faster check-ins
with intelligent queue management
25% increase in
meaningful agent-guest conversations
100% visibility into
the guest journey
from RSVP to
follow-up
Significantly reduced sales team friction
and manual overhead
Real Impact in Action
Before Samaaro: Modon’s event teams would scramble with spreadsheets, WhatsApp groups, and walkie-talkies to get guests to the right sales reps. Frustrated guests and lost leads were common.
Now: One team lead shared,
“The QR-based assignment completely changed our flow. We no longer chase guests—we’re ready when they arrive. Our reps are briefed, and the entire check-in process takes seconds.”
What This Means for Real Estate Events
When every guest matters and every conversation counts, smart event tech isn’t a luxuryit’s your competitive edge. Modon’s transformation shows how tech-enabled precision can make high-stakes property events feel personal, polished, and productive.
Empowering Varun Beverages’ Channel Events: Real-Time Engagement & 50% Operational Efficiency Gains
Overview
Varun Beverages Limited is one of the largest franchisees of PepsiCo in South Asia, with operations spanning India, Sri Lanka, Nepal, and parts of Morocco. The company specializes in manufacturing, marketing, and distributing a wide range of beverages under globally recognized brands such as Pepsi, 7UP, Mirinda, Mountain Dew, Tropicana, and Aquafina. Leveraging its robust distribution network, Varun Beverages ensures its products reach diverse markets. Alongside its operations, the company places significant emphasis on fostering relationships with stakeholders through leadership conferences, channel partner events, and other engagement-driven initiatives.
Industry
Consumer Goods, Channel Partner Events
Solutions Used
Event App, Feedback
Events with real-time updates and personalized agendas boost guest engagement by up to 40%
When Varun Beverages scaled their leadership and partner events, they faced a common challenge: how to deliver a seamless, personalized experience for diverse attendees while reducing staff workload.
The Challenge: Managing Engagement, Communication, and Logistics at Scale
VBL’s events required precise coordination for large, diverse groups, but they struggled with:
- Collecting guest preferences: Manual surveys led to incomplete and delayed insights.
- Fragmented communication: Attendees missed updates due to scattered channels.
- Overloaded staff: Guests frequently contacted staff for event info, distracting from core tasks.
- Complex itineraries: Managing travel and schedules without a centralized platform caused inefficiencies.
Why Samaaro? A Comprehensive Platform for Engagement and Efficiency
Varun Beverages chose Samaaro for its robust Attendee App and feedback tools that centralized communication and personalized the event experience, while enabling organizers to manage large-scale conferences efficiently.
Attendee App
- Samaaro’s Attendee App provided a single source of truth for all event-related information, empowering both organizers and attendees.
- The app’s user-friendly features were designed to simplify large-scale events and enhance the guest experience.
Streamlined Operations
- Guest Data Upload: All attendee details were uploaded via a CSV file into the super admin dashboard, ensuring seamless integration.
- Itinerary Management: Organizers could easily update and manage individual guest itineraries, reducing the need for manual intervention.
- Centralized Communication: Notifications and updates were shared in real-time through the app’s communication channels, minimizing confusion.
Key Solutions Implemented
Pre-Event Survey: During registration, attendees were required to complete a mandatory survey to capture their preferences. This enabled the organizers to gather valuable data to personalize the event experience.
Agenda Overview: Guests could view detailed event agendas, including session times, speakers, polls, Q&A opportunities, and notes. A feature to add agenda items to personal calendars ensured attendees stayed informed and engaged.
Travel Related Information: To enhance the travel experience, attendees received comprehensive travel-related details through the app, including: City Guide, Do’s & Don’ts, Hotel Information, Venue details, nearby restaurants, and transport facilities for easy navigation.
Social Feed: The app’s social feed allowed attendees to post photos, share moments, and interact with other guests. Posts were moderated to maintain quality and relevance, fostering a sense of community among attendees.
Personalized Itineraries: Each attendee’s travel and stay details were uploaded into the app’s itinerary management system. Information such as flight schedules, hotel check-in and check-out times, and venue details was readily accessible.
Profile Management: The app included safety features such as emergency contact information and detailed venue guidelines.
Results That Made a Difference
40% increase in
attendee engagement
through interactive
app features
30% reduction in
staff workload thanks
to centralized info
and communication
Seamless management
of complex itineraries
for hundreds of guests
A Moment from the Field
Before using Samaaro, VBL’s event staff often found themselves overwhelmed with repetitive guest queries. One event manager shared,
“With the app, guests accessed everything they needed on their phones, from personalized schedules to local tips. It transformed how we manage events and freed our team to focus on delivering value.”
The Bigger Picture: What This Means for Consumer Goods & Channel Events
As large-scale leadership and partner events grow in complexity, platforms like Samaaro are essential for balancing operational efficiency with rich, personalized attendee experiences. VBL’s success story highlights how technology can empower event teams to elevate engagement while streamlining processes.
Driving Safety Culture at Scale: How Hindalco Enabled Seamless Engagement for 600+ Internal Stakeholders Across India
Overview
Hindalco Industries Limited, a flagship enterprise of the Aditya Birla Group, is a global leader in aluminium and copper manufacturing. Known for its strong commitment to sustainability and safety, Hindalco continues to set industry benchmarks in operational excellence. The 10th Hindalco Safety Annual Conclave 2025, held in Ranchi, Jharkhand, was a testament to this commitment. Over three days, the event brought together internal stakeholders from across the country to reinforce the organization’s “Zero Harm” vision. With participation from multiple Aditya Birla Group entities, the conclave served as a platform for knowledge sharing, exploring cutting-edge safety practices, and fostering a unified culture of workplace safety.
Industry
Metals & mining / industrial safety & risk management
Solutions Used
Registration platform, attendee app
Keeping 600+ safety leaders engaged and informed across a sprawling operations network demands flawless execution, because in heavy industry, lapses aren’t an option.
At the 10th Hindalco Safety Annual Conclave 2025 in Ranchi, plant managers, supervisors, and safety experts from every Aditya Birla Group unit gathered for three days of intensive learning and collaboration. From live demonstrations of the latest protective technologies to breakout discussions on critical protocols, the conclave’s success hinged on delivering uninterrupted access to content, up-to-the-minute updates, and seamless interaction, challenging logistical norms at every turn.
The Challenge: High-Scale Internal Event with Complex Coordination Needs
Running a multi-day internal safety conclave with hundreds of stakeholders wasn’t just about logistics, it was about precision. Every touchpoint, from personalized travel plans to secure session access, needed to work without friction. The organizing team faced three primary challenges:
1. Seamless Communication of Logistics and Travel Plans Participants were flying in from across India. Managing both personalized and general information, like travel itineraries, accommodation details, venue guidelines, and seating plans, required a centralized platform that could handle scale and segmentation.
2. Frictionless On-Ground Experience
Upon arrival, it was crucial to ensure a smooth check-in process and access to on-site essentials such as venue layouts, emergency contacts, and session schedules. The goal was to make navigation easy and reduce dependency on manual coordination.
3. Meaningful Engagement During Sessions
The conclave featured technical sessions on safety practices and innovation. Attendees needed a way to take contextual notes, bookmark sessions, and revisit insights, all within the event app, without losing continuity between sessions.
The Solution: A Unified Event App Experience for 600+ Stakeholders
Samaaro stepped in to streamline Hindalco’s complex information flow and on-ground coordination through a fully customized attendee app experience. Designed specifically for internal enterprise summits, the solution ensured every stakeholder, from frontline supervisors to senior leadership, had real-time access to personalized logistics, critical content, and emergency resources.
What made the solution unique?
- Pre-Event Survey Placement
The survey was given priority placement on the app homepage even before the event began, ensuing maximum visibility and participation from early attendees.
- Session-Specific Note-Taking
Attendees could take and store notes during individual sessions. These notes were auto-sorted by agenda item and downloadable as a structured document post-event, helping safety teams turn learnings into actionable plans.
- Personalized Itineraries with Logistic Details
Each guest had access to a personalized schedule that included travel details like airport/train pickup information, hotel allocations, and seating plans, removing the need for paper-based coordination or external communication.
- Integrated Emergency Contact Module
Critical emergency contact numbers were preloaded and categorized by venue, city, and transit hubs. With just one tap, attendees could dial support contacts from within the app, ensuring help was always a click away.
- Smart Registration + Onsite Operations
A bulk upload-ready registration system enabled the team to import all guest details in one go. Automated welcome emails with unique QR codes ensured seamless check-ins on event day.
This solution wasn’t just a communication tool, it became the operational nerve center of the conclave.
Results & measurable impact
600+ Attendees Onboarded Seamlessly
80%+ Session Note Downloads
4.95/5 Overall feedback satisfaction
Real-Life Impact: Safety Insights, Captured and Shared
For the first time, Hindalco’s safety conclave enabled attendees to not only absorb insights during sessions but take them home in a structured, exportable format. From leaders to line managers, everyone had access to the same tools, ensuring the event’s knowledge-sharing goals extended far beyond the three-day agenda.
For the first time, Hindalco’s safety conclave enabled attendees to not only absorb insights during sessions but take them home in a structured, exportable format. From leaders to line managers, everyone had access to the same tools, ensuring the event’s knowledge-sharing goals extended far beyond the three-day agenda.
The Bigger Picture
As large enterprises increasingly focus on internal skilling and cultural alignment, digital platforms like Samaaro help bring structure and personalization to high-volume internal events, without adding overhead for organizing teams.
👉 Planning a large internal event? Let’s talk about how we can simplify it for you.
How IPV Mastered 2,000+ Registrations in Minutes: A Seamless Approval & Check-In Success
Overview
IPV, an influential player in the investment and startup ecosystem, successfully hosted the Wealth Wise Investor Summit 2025 in New Delhi. The summit was designed for aspiring investors to network with startup founders, changemakers, and fellow investors. Highlights included exclusive sessions on startup investing and a guest appearance by Aman Gupta, boAt Lifestyle. Given the high demand for tickets and the need for a streamlined registration process, IPV required a robust solution to manage registrations, approvals, and on-site check-ins efficiently while ensuring a seamless experience for attendees.
Industry
Venture Capital, Investment, Events
Solutions Used
Approval-Based Registrations, Check-In System (QR code-based)
The 80/20 rule for events: Did you know that events with streamlined registration processes report a 20% increase in attendee satisfaction, and can reduce organizer workload by up to 80%?
As investor summits like IPV’s Wealth Wise Investor Summit grow in popularity, the challenge of managing registrations, particularly when offering both paid and complimentary passes, becomes critical. IPV needed a solution that could handle a high volume of applications, streamline the approval process for complimentary passes, and ensure a seamless check-in experience on the day of the event.
The Challenge: Managing High-Volume Registrations with a Dual-Pass System
IPV faced several key challenges in organizing the Wealth Wise Investor Summit:
- Dual-Pass System Complexity: The event offered both paid passes (requiring immediate confirmation) and complimentary pass requests (subject to profile review). This created a complex registration workflow.
- High Volume of Applications: With over 2,000 registrations expected, manual processing of applications was not feasible. IPV needed a system to efficiently manage this high volume.
- Efficient Complimentary Pass Management: The IPV team needed a streamlined way to review complimentary pass requests, approve or reject applicants, and communicate the status of their application.
Seamless Check-in: On the day of the event, IPV needed a quick and efficient way to check in attendees, minimizing wait times and creating a positive first impression.
The Solution: Fast-Track Approval, Smart Segmentation & Real-Time Guest Management
To help the IPV team manage over 2,000 registrations while maintaining exclusivity and a high-touch experience, Samaaro delivered a set of powerful, approval-first tools purpose-built for investor-focused events.
What stood out in the solution?
- Approval-Based Registration Workflow
Attendees could apply for either a Paid or Complimentary pass. Complimentary requests were routed for manual review by the IPV team, who could approve or reject them via the dashboard. Rejected applicants received a call with an option to convert their application into a paid pass, no re-registration needed.
- Bulk CSV Upload + Auto-Segmentation
To handle volume efficiently, IPV’s team used a custom CSV upload to import registrants in bulk. The platform automatically sorted each record into:
▸ Registration Pending
▸ Accepted
▸ Rejected
- Centralized Guest Dashboard
A live dashboard gave the IPV team a consolidated view of all applicants across categories, along with contact details for timely outreach and conversion tracking.
- Automated Communication
Once approved, guests automatically received a confirmation email containing event details and a personalized QR code for on-site check-in, eliminating manual follow-ups.
- On-Site Check-ins & Spot Registrations
At the venue, attendees simply scanned their QR codes to check in within seconds. Walk-ins were also accommodated through on-the-spot registrations, either via instant payments or by issuing complimentary passes based on profile review.
This workflow gave IPV complete control over the attendee list while ensuring that every guest, confirmed or walk-in, had a smooth experience from registration to check-in.
Results & measurable impact
2,000+ registrations processed in under 60 minutes
Average check-in time under 3 seconds per guest.
75% reduction in administrative hours spent on approvals and outreach.
Real Impact in Action
The Samaaro system allowed the IPV team to manage the large number of registrations without needing additional staff. On the day of the event, the QR code check-in system worked flawlessly, with attendees moving through the registration process quickly and smoothly. One attendee noted, “The check-in was incredibly fast and efficient. I was inside the venue within minutes, which allowed me more time to network.” This positive experience set the tone for a successful summit.
The Bigger Picture
This case highlights a key shift in event strategy, the rise of approval-based, curated experiences. By inviting only pre-approved guests, brands like IPV can ensure the right mix of attendees, strengthen positioning, and drive higher-quality interactions. It’s not just about exclusivity, it’s about aligning the room with business goals, whether that’s nurturing investor interest or advancing the sales pipeline. At the same time, tech-enabled automation, from application workflows to QR-based check-ins, has become essential for managing scale without sacrificing attendee experience. As events grow more complex, these systems let organizers focus on content and connections, while keeping operations smooth and data centralized.
👉 Planning a curated event that demands precision and scale? Let’s talk.
How a 20-Member Team at TechTalk Summits Seamlessly Manages 200+ In-Person IT Events a Year with Samaaro
Overview
TechTalk Summits specializes in face-to-face networking events for IT decision-makers, bringing together CIOs, security experts, and technology innovators to tackle mission-critical challenges. With over 200 in-person events annually, they cultivate powerful connections between solution providers and enterprise leaders, driving conversations on data security, cloud transformation, and the future of IT.
Industry
Event Services | Networking Events for IT Professionals
Solutions Used
Guest Management · RSVPs & Approval Workflows · Communication Automation · QR Code Check-ins · Attendance Tracking · Feedback Collection
70% of event teams say they spend more time managing logistics than crafting attendee experiences.
TechTalk Summits wanted to flip that ratio. Their events bring together CIOs, cybersecurity leaders, and solution providers to spark real conversations around digital transformation and enterprise IT. While their tech stack (ON24, Google Forms, spreadsheets, and email tools) had powered them through years of growth, the team recognized its limits. Fragmented workflows and manual processes were starting to slow things down — not because they were struggling, but because they were scaling.
To continue delivering high-touch experiences at scale, they turned to Samaaro, seeking a unified, automated system tailored to their operational needs.
The Challenge:
Running 200+ events a year demands efficiency and TechTalk was feeling the pressure. Their internal workflows had become time-consuming and unsustainable.
They needed a more unified approach to keep up with scale, complexity, and expectations.
Here’s what was holding them back:- Disjointed Event Tools They relied on different platforms for every task, from RSVPs to feedback, making data management chaotic and collaboration inefficient.
- Manual, Repetitive Workflows Creating each event involved copy-pasting spreadsheets, coordinating separate check-in processes, and manually handling surveys and feedback collection.
- Low Email Deliverability Event invites, QR codes, and follow-ups often landed in spam folders, reducing event turnout and leaving attendees without key access information.
- Scattered Data, No Real-Time Insights The lack of an integrated system meant they couldn’t see live registration data, attendee engagement, or feedback without stitching reports together manually.
- No Personalization for Attendees or Sponsors Communications were generic. Booth and engagement setups were duplicated for each event. TechTalk wanted smarter ways to engage audiences and sponsors based on preferences and behavior.
The Solution
Samaaro built a tailored, all-in-one event management platform for TechTalk Summits, replacing their fragmented stack with a single source of truth for operations, engagement, and analytics.
The goal wasn’t just automation. It was about giving the team back their time and unlocking personalization at scale, without added complexity.
Here’s how Samaaro transformed their workflows:
- Super Admin Dashboard
Using custom APIs, Samaaro connected TechTalk’s website directly to its backend, allowing one-click import of 200+ events into a central Super Admin dashboard. No manual setup. No data loss.
From here, the admin team could:
- View every event in one place
- Assign sub-admins and hosts
- Sync agenda changes across events in seconds
- Preview the attendee experience directly from the backend
- Sub-Admin Dashboards
- Live attendee tracking
- QR-based check-ins
- Polls, surveys, quizzes
- Exhibitor/sponsor booth controls
Admins could manage everything from one screen, including the reception experience and live Q&A moderation.
- Host Event List
- All assigned events
- Their current status (Upcoming / Live / Completed)
- Quick links to jump into any event dashboard
No more confusion. No more redundant logins.
- Sponsor Management with “Event Exhibitor Key”
Creating digital booths for hundreds of sponsors used to be a painful manual task. Samaaro solved this with its “Event Exhibitor Key.”
Each sponsor booth was created once in Showcase, Samaaro’s lead gen module. To display it at any event, admins simply pasted the exhibitor key in the dashboard. That’s it.
Every booth included:
- Sponsor branding
- Meeting scheduling
- Lead capture forms
- Real-time analytics
This made booth deployment instant and sponsor onboarding frictionless.
- Mobile Web App (No Download Needed)
Samaaro developed a mobile web app that mimicked native apps without requiring downloads.
Features included:
- Dynamic agendas
- Sponsor interaction zones
- In-session polls & surveys
- Live Q&A
- QR-based digital business cards
Surveys were pushed between sessions instead of at the end, ensuring high response rates and more actionable insights.
- Automated Multi-Channel Communication
To solve TechTalk’s email deliverability issues, Samaaro implemented a multi-channel approach, sending invites and QR codes via:
- SMS
This guaranteed delivery across devices and ensured attendees never missed critical info. Reminders and updates were automatically scheduled, saving hours of follow-up.
Results & measurable impact
+15% Attendance Rate
8% Higher NPS
Zero Manual Setup
Real Impact in Action
“Samaaro’s check-in solution is fantastic, ensuring a smooth guest experience, and their around-the-clock support means we’re never left without expert help whenever we need it.”
— John Healy, Head of Operations, TechTalk Summit
The Bigger Picture
This partnership wasn’t just about technology, it was about scaling events without scaling chaos. With over 200+ events annually, TechTalk needed precision, speed, and personalization. Samaaro delivered all three, in one flexible, unified platform.As the event landscape continues to evolve, having a streamlined guest management and communication stack isn’t a luxury, it’s a necessity.
👉 Ready to simplify your event ops and boost engagement at scale?
How QNA Marcom Cut Check-In Times to Under 5 Seconds and Doubled Operational Efficiency
Overview
QNA Marcom is a leading event management and marketing agency based in the UAE. Specializing in planning, executing, and marketing high-impact events, QNA Marcom organizes 6-7 large-scale events monthly, attracting between 2,000 to 5,000 guests. Their expertise extends to lead generation, paid media marketing, and tailored strategies designed to expand client reach across the Middle East, APAC, and India.
Industry
Event Management & Marketing Communications
Solutions Used
Event website integration, custom registration & RSVP workflows, check-in & spot registrations, instant badge printing, access & zone-wise attendance tracking, automated communication (WhatsApp & email marketing).
Did you know that long check-in waits can reduce overall event satisfaction by up to 20%?
For QNA Marcom, running large-scale, recurring events, their manual processes were slowing everything down, from registrations to on-site badge printing.
When QNA Marcom discovered that manual check-in queues were averaging over 2 minutes per attendee, they realized that operational bottlenecks were eroding brand reputation and guest satisfaction. They needed a turnkey solution that could automate registrations, streamline badge printing, and deliver live insights, without sacrificing the personalized touch their clients expect.
The Challenge:
As QNA Marcom scaled its recurring events, five key hurdles emerged:
- Crowd Bottlenecks at Check-In: Paper lists and spreadsheets caused long queues, frustrating guests and staff.
- On-Spot Registrations: Welcoming last-minute attendees required a fast, foolproof process to avoid delays.
- Manual Badge Printing: Staff spent precious minutes searching attendee records before printing badges, slowing the entire entry flow.
- Zone-Based Access & Tracking: Without digital passes, organizers lacked visibility into who entered which session or area.
- Scattered Communications & Data: Manually sending confirmations and gathering feedback across email, WhatsApp, and spreadsheets led to errors and missed insights.
The Solution: A Unified Event App Experience for 600+ Stakeholders
To tackle QNA Marcom’s operational bottlenecks and deliver a seamless attendee experience, Samaaro provided a single, end‑to‑end event‑tech platform that automated every critical workflow. By integrating registration, on‑site operations, communications, and analytics into one system, we not only eliminated manual tasks but also gave organizers real‑time control and visibility over recurring events.
Implementation Highlights
- Seamless Registration & On‑Spot Sign‑Up
- Embedded our approval‑based registration flow into QNA Marcom’s WordPress sites.
- Enabled QR‑coded pre‑approval and instant door‑step sign‑ups with optional payment or complimentary passes.
- Instant Badge Printing & QR Check‑In
- Generated unique QR codes in confirmation emails and WhatsApp messages.
- Built a custom badge‑printing integration that churned out badges in under 5 seconds per scan.
- Advanced Access Management & Zone Tracking
- Extended QR check‑in across multiple venue zones.
- Developed live dashboards showing across various session and zones, in real time.
- Automated Multi‑Channel Communications
- Configured email + WhatsApp workflows to send invites, reminders, and updates automatically.
- Guaranteed 99% email & WhatsApp deliverability by routing messages through optimized channels and templates.
- Real‑Time Audience Analytics
- Deployed live reporting on registrations, check‑ins, and zone engagement.
- o Enabled on‑the‑fly adjustments, like redistributing staff or opening extra sessions, based on actual attendee patterns
Results & measurable impact
Check-In 4.4 seconds
40% Faster Registration Workflows
99% Email & WhatsApp Deliverability
50% Staff Reduction On-Ground
Client Testimonial
“Samaaro is super intuitive and easy-to-use. The best part for us has been the flexibility to create custom registration flows that actually fit the different kinds of events we run.”
— Abdul Rehman, Project Manager, QNA Marcom
The Bigger Picture
In today’s event landscape, automation isn’t optional, it’s essential. As attendee expectations rise, the ability to deliver frictionless check-ins, personalized communications, and real-time insights sets leading event teams apart. QNA Marcom’s partnership with Samaaro demonstrates how unified technology can scale recurring events without scaling complexity, arming organizers to focus on content and connections rather than logistics.👉 Ready to streamline your next event? Book a demo with Samaaro today.
