Samaaro + Your CRM: Zero Integration Fee for Annual Sign-Ups Until 30 June, 2025
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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?
