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.
The client, a leading financial services organization, empowers individuals and institutions to achieve their financial objectives. Offering services such as research, wealth management, stock broking, and investment banking, the client engages with its ultra-high-net-worth individual (UHNI) clientele through events like webinars, workshops, investor education programs, and client conferences. These events provide valuable insights, market analysis, and financial literacy training to help attendees make informed investment decisions.
Industry
Wealth management and financial services
Solutions Used
CRM Integration, List Builder, Customised RSVP Forms, Automated Communication, Event Operations – Check-In
Client Requirements:
The client regularly organized exclusive events every Friday, inviting 15 to 20 ultra-high-net-worth individuals (UHNI) to attend. These intimate gatherings featured a small conference and a customized presentation where the client showcased how they could assist in managing wealth and investments. The nature of these events demanded a meticulous approach to ensure a seamless and personalized experience for attendees.
The key challenges included effectively tracking RSVPs, managing invitations for a targeted audience, and ensuring smooth event logistics. Given the exclusive nature of these events, the client required solutions that could optimize their event management process while maintaining a high level of personalization and efficiency.
The following were the main prerequisites:
1. CRM Integration
The client required a solution to seamlessly integrate their existing Customer Relationship Management (CRM) system with the event platform. The goal was to streamline the flow of information between their CRM database and event-related tasks. This integration enabled efficient list building by creating targeted buckets of invitees and updating the database with prospects who attended their events. The updated database allowed for the addition of relevant tags, enhancing future engagement strategies. Without this integration, manual data handling would have been error-prone and inefficient, hindering effective relationship management.
2. List Builder
Given the specific nature of their events, the client required a system that allowed them to easily generate targeted guest lists from their CRM database. Each week, they invite a select group of UHNIs to attend a conference and review financial plans. The list builder would allow them to filter and organize their database, ensuring that only the most relevant and qualified individuals received invitations. It would also help track which guests had been invited and ensure that no one was missed.
3. Customised RSVP Forms
There was a requirement of a system which easily tracked responses from the UHNIs they invited. Customised RSVP forms would enable the organization to collect critical information from invitees, such as acceptance of the invitation, unique preferences for instance their investment capacity, investment preferences etc. This capability was critical for determining which UHNIs would attend and providing a seamless planning process for event logistics, and personalized presentations.
4. Automated Communication
To provide a consistent client experience, the client required an automated communication system capable of sending out timely and appropriate event related updates. After sending out the invitations, they needed a mechanism to automatically send confirmation emails, reminders, and updates to the invited UHNIs. An automated solution would reduce the need for manual follow-ups, assure timely communication, and avoid the possibility of vital communications being forgotten or delayed. The system would also ensure that all invitees received a personalized, consistent message that was relevant to the event specifics.
5. Event Operations – Check-In
Managing check-in operations was crucial, particularly considering the exclusivity of their events. They required a streamlined and fast check-in process to accommodate the influx of UHNIs. This entailed reducing wait times, assuring easy admission, and monitoring attendance data in real time. A digital check-in solution, such as QR code scanning, would speed up the sign-in process and provide for reliable tracking of who attended the event. This information would be synchronized back to the CRM, ensuring that their records were always up to current and available for future event planning and follow-ups.
By addressing these requirements, the client aimed to enhance their event experience for UHNIs, ensuring a smooth, efficient, and personalized journey from the moment an invitation was sent until the post-event follow-up. The seamless integration of these components would also enable better data management, client engagement, and future targeting.
Samaaro’s Solutions: Transforming the Guest Journey
The client wanted a solution that would not only simplify event administration but also improve the whole experience for its ultra-high-net-worth individuals (UHNIs). They wanted the journey for each guest to be personalized, easy, and exclusive, reflecting the high standards the company was known for. Samaaro’s platform served as a bridge to make this vision a reality, smoothly leading each UHNI through every step of their journey, from invitation to follow-up after the event.
1. Tailored Guest Lists and RSVP Process
To begin the process, the client’s CRM database was integrated with Samaaro’s List Builder tool. This enabled the creation of a targeted guest list, ensuring that only the most relevant ultra-high-net-worth individuals (UHNIs) were invited. Samaaro’s List Builder helped the client efficiently filter and organize their CRM data, streamlining the process of identifying and inviting the right prospects.
Once the list was created, customized RSVP invites allowed invitees to confirm their attendance and provided additional informations such as investment capacity, investment preferences. This personalized touch made each guest feel valued and ensured that event logistics, such as seating and presentations, were tailored to each UHNI.
2. Automated Communication and Seamless Engagement
Once the RSVPs were received, Samaaro’s automated communication system took over, triggering timely follow-up actions based on the responses. Confirmations, reminders, and key event updates were sent out automatically, keeping invitees informed and engaged at every step.
For those who hadn’t responded yet, the system sent regular reminders, ensuring higher engagement rates. Once an invitee confirmed, the system continued to send updates and reminders, ensuring that no important detail was missed and maintaining a seamless flow of communication up to the event day. This automated system helped keep the process smooth, organized, and highly engaging for each guest.
3. Effortless Check-In with Real-Time Tracking
On the day of the event, Samaaro’s Check-In System made sure everything ran smoothly and efficiently. When UHNIs arrived, they just scanned their QR code and were checked in immediately, avoiding large lines and delays. The solution updated their attendance in rel time and synchronized it back to the CRM, providing client a clear image of who had and hadn’t come. The computerized check-in process eliminated any friction, leaving the UHNI feeling valued and well cared for.
4. Real-Time Engagement and Tracking
As attendees interacted with the event, the client employed Samaaro’s data tagging technology to track their preferences, interests, and participation. This enabled the client to adapt the experience in real time, making the event feel more relevant and personalized for each UHNI. This not only improved the experience but also assured that any follow-ups were focused and useful.
5. Seamless Integration for Consistency
Behind the scenes, Samaaro’s strong Integration with client’s SalesForce enabled all of these capabilities to work together. This guaranteed that all data gathered during the guest journey—whether RSVP information, feedback, or event interactions—was seamlessly fed back into the CRM, resulting in a unified and cohesive client profile. This connection improved client’s workflow by giving them the resources they required to successfully and efficiently follow up with UHNIs while retaining a tailored and data-driven approach in future encounters.
Results:
· The transition from cold calling and manual invitations to an automated system significantly improved the invitation process, leading to a 35% increase in event conversions.
· Samaaro’s automation reduced the required workforce by 50%, streamlining operations and freeing up resources for more strategic tasks.
Conclusion:
Samaaro simplified the entire process—creating lists, sending invitations, and following up—while also offering a personalized experience for UHNI guests with minimal effort. The automation not only improved efficiency but also allowed for a more tailored approach, which contributed to a substantial boost in productivity. Ultimately, Samaaro’s solutions enhanced the client’s event marketing strategy, resulting in a significant return on investment.
If you’re looking to optimize your event marketing strategy and deliver seamless, high-impact experiences, Samaaro is here to help. Get in touch with us today or start your free trial to see how our platform can transform your event management process.
