How IBEForuM Streamlined High-Touch Events: 75% Faster Registration & Smarter Access Control

Overview

IBEForuM is a global powerhouse in curating high-impact conferences and summits that bring together decision-makers, innovators, and thought leaders from across the education, technology, and wellbeing sectors. Known for its invite-only gatherings and precision-driven programming, IBEForuM orchestrates world-class events across the Middle East, including Saudi Arabia, Oman, and the UAE, and beyond. With a portfolio of conferences, executive training programs, and leadership summits, they don’t just host events, they set the standard for what curated, content-rich engagement should look like. In their pursuit of operational excellence and elevated delegate experiences, IBEForuM continuously reimagines how technology can simplify complexity, without compromising the exclusivity and impact their brand is known for.

Industry

Events Services

Solutions Used

Wix Integration, Attendee Approval, Access Management

Did you know that up to 60% of event organizers cite registration and access management as their biggest operational bottlenecks?

As global conferences grow in size and complexity, managing who gets in, and what they can access, becomes a high-stakes challenge. For IBEForuM, a global leader in education and tech summits, the question was clear: how do you maintain high-touch curation without burning out your team?

The Challenge: Scaling Operations Without Compromising on Curation

IBEForum is known for producing premium, invite-only summits and conferences, where every attendee is vetted before being granted access. But the process of managing these approvals was becoming unsustainable.

They faced three key challenges:

  • Approval-based registrations: Guests applied through the website, but every entry had to be manually downloaded, verified, and confirmed via email or phone.
  • On-ground access control:  Without session-specific passes, managing who could attend which workshop or session led to confusion and staffing overhead.
  • Lack of integrated digital presence: The team had built a solid web presence using Wix, with strong control over content and design. However, the platform lacked the specialized event tech backend required for automation and scalability, leading to manual management of key workflows.

As event volume increased, needed a faster, smarter, and more scalable solution.

The Solution: Integrated Website + Automated Approval Flow by Samaaro

Samaaro worked closely with IBEForuM to introduce a sleek, functional website (powered by Wix) with an integrated backend for approval workflows and access management.

What made the solution stand out?

  • Built-in approval dashboard: Elimination of manual data downloads and follow-up calls.
  • Smart confirmation system : Instant automated emails with dynamic QR codes upon approval.
  • Session-level access control: Each QR code carried access rules based on the attendee’s profile, making entry seamless and secure.

Key Features Rolled Out

Samaaro stepped in with a tailored suite of tools that addressed both the approval process and access control challenges, while integrating seamlessly with IBEForuM’s existing web ecosystem.

Here’s what changed:

Beautifully branded microsites were built using Wix and integrated with Samaaro’s registration engine, ensuring a consistent user experience from first click to onsite check-in. 

Instead of downloading and manually validating attendee details, IBEForuM’s event team could now:

  • Instantly view new applications in a centralized dashboard
  • Filter based on relevant criteria
  • Approve or reject entries with one click 
  • Trigger automated confirmation emails with personalized QR codes upon approval

QR codes weren’t just for entry, they acted as smart passes. Some codes unlocked specific sessions or workshops; others didn’t. This allowed for highly personalized access without on-ground confusion.

Results That Moved the Needle

75% reduction in
registration management time

50% reduction in
on-ground manpower required

Faster scalling 
across international events

A Moment That Captured the Shift

Previously, during event days, the IBEForuM team would be stuck in a backroom
with lists of unverified attendees, scrambling to confirm eligibility.
Now? One team member shared:
“We could approve 100+ registrations in minutes, and the QR-based access
made sure people only went where they were supposed to. No more stress,
no more crowding.”

Previously, during event days, the IBEForuM team would be stuck in a backroom with lists of unverified attendees, scrambling to confirm eligibility.
Now? One team member shared:
“We could approve 100+ registrations in minutes, and the QR-based access made sure people only went where they were supposed to. No more stress,no more crowding.”

A Moment That Captured the Shift

Previously, during event days, the IBEForuM team would be stuck in a backroom
with lists of unverified attendees, scrambling to confirm eligibility.
Now? One team member shared:
“We could approve 100+ registrations in minutes, and the QR-based access
made sure people only went where they were supposed to. No more stress,
no more crowding.”

Previously, during event days, the IBEForuM team would be stuck in a backroom with lists of unverified attendees, scrambling to confirm eligibility.
Now? One team member shared:
“We could approve 100+ registrations in minutes, and the QR-based access made sure people only went where they were supposed to. No more stress,no more crowding.”

Beyond IBEForuM: What This Means for Events at Scale

As curated, invite-only conferences become more common, especially in industries like education, tech, and employee wellbeing, approval-based registration and session-level access control are becoming must-haves.
What IBEForuM accomplished isn’t just operational efficiency, it’s a new blueprint for how curated events can scale without losing control.

Talk to us about building smarter workflows for your next high-touch event. 

 
Samaaro

Samaaro is an all-in-one event technology company that offers a comprehensive suite of event management solutions to help event organisers streamline operations, boost attendee engagement and maximise ROI of their events.

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