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How Property Finder manages 100+ events across 6 countries using Samaaro
Overview
Founded with a vision to simplify property discovery, Property Finder is one of MENA’s most trusted and influential real estate platforms. It helps individuals find homes, empowers brokers with data-driven tools, and supports developers in showcasing projects to the right audience. Beyond being a digital marketplace, Property Finder is a key voice in the real estate sector, curating high-impact workshops, exclusive networking evenings, closed-door roundtables, and industry award ceremonies. These events serve as powerful platforms to bring brokers, developers, investors, and regulators together to exchange insights, celebrate excellence, and shape the future of property markets. Every event is crafted with a focus on exclusivity, attention to detail, and meaningful interactions, values that reflect the brand’s premium positioning.
Industry
Real Estate
Solutions Used
Registration & Ticketing, RSVP Automation, Check-in & Badge Printing, Event App, CRM Integrations, Marketing Automation
83% of real estate professionals say in-person events are critical for building lasting industry relationships.
Yet executing these high-impact gatherings at scale is anything but easy.
Real estate events are no longer just about showcasing properties, they’ve become platforms for high-stakes networking, data-driven storytelling, and long-term relationship-building.
For a leading brand like Property Finder, which operates across the MENA region, delivering these events meant more than just getting the logistics right. As they scaled their event strategy, they didn’t want manual tasks and fragmented tools to weigh them down.
They wanted to overcome challenges like curating RSVPs in spreadsheets, managing check-ins through Excel, and struggling to deliver personalized attendee experiences. These processes were slow, inefficient, and hard to scale, specially across geographies.
Challenges
With multiple formats (workshops, award ceremonies, leadership events) across different geographies, Property Finder’s event teams were stretched thin, managing everything manually or through rigid workflows that couldn’t keep up with scale or expectations.
Here’s what was holding them back:
1. Manual and Rigid RSVP Management
Property Finder was using spreadsheets and manual filters in Salesforce to manage guest lists and send invites. This made it hard to personalize the experience, they couldn’t track preferences like dietary needs or arrange logistics like pickups easily. The process took time, invited errors, and made event planning unnecessarily stressful.
2. Long Queues Due to Outdated Check-In
Check-ins were done through paper lists or Excel, leading to long lines and delays at the entrance. This not only frustrated attendees but also overwhelmed staff and slowed down event kick-off, creating a poor first impression.
3. Limited Personalization and Branding
Without digital badges, an event app, or personalized schedules, the events lacked a modern, interactive feel. Attendees had no easy way to engage with the agenda or network, and Property Finder missed a chance to showcase its brand in a memorable way.
4. Integration Gaps with CRM and Tools
There was no seamless sync between Salesforce and their event workflows. Data had to be manually moved between systems, which caused delays, missed updates, and limited their ability to run targeted follow-ups after the event.
5. Disconnected Communication and Feedback
Communications were scattered across email tools, WhatsApp groups, and other platforms, making it tough to deliver consistent updates or collect feedback efficiently. Post-event surveys often got missed, and valuable insights slipped through the cracks.
The Solution
To solve these challenges, Property Finder partnered with Samaaro to implement a fully integrated event management solution. The goal was to give their teams a centralized, flexible platform that could deliver premium experiences and streamline back-end operations at the same time.
Here’s how Samaaro helped:
Custom Registration & Ticketing Engine
Property Finder used Samaaro to build branded registration forms directly on their own website, no dev effort needed.
- Custom Fields: Included pickup preferences, dietary info, role-based segmentation
- Shareable Ticket Links: Enabled teams to send bulk invites without managing individual entries
- Real-Time Visibility: Tracked registration status per category (e.g., brokers, developers, media)
This eliminated the back-and-forth with spreadsheets and helped the team get full control over the attendee pipeline.
Event Duplication with Central Dashboard
Creating new events used to involve cloning web pages and setting up new forms every time. Samaaro’s event duplication tools allowed Property Finder to:
- Reuse event templates
- Retain all design and workflow settings
- Exclude prior attendee data with a single toggle
This drastically reduced event creation time, helping them move faster and more consistently across regions.
On-Site Check-In Samaaro replaced paper and Excel check-ins with a fully digital process. Guests received QR-coded passes embedded in emails or WhatsApp messages.
- QR Scan at Entry: Reduced wait times to under 5 seconds per guest
- Real-Time Attendance Logs: Synced directly to the dashboard
Multi-Channel Communication Automation
Using Samaaro’s marketing automation engine, Property Finder set up rule-based outreach flows:
- Pre-event Invites & Reminders (Email + WhatsApp)
- Session-based Alerts and Polls
- Post-event Thank Yous and Feedback Collection
Messages could be personalized by attendee type (VIPs, media, developers), improving relevance and response rates.
Seamless Salesforce Integration
Samaaro synced with Property Finder’s Salesforce CRM to enable:
- Easy contact list imports using pre-set filters
- Real-time registration and attendance sync
- Centralized post-event notes and lead scoring
This meant no more CSV exports and imports, no broken workflows, and faster follow-ups for business development teams.
Results
85% Reduction in Event Setup Time
23% Increase in Attendance Rates
30% Higher Attendee satisfaction
Single Source of Truth for All Events
Client Testimonial
“Using Samaaro’s WhatsApp invites significantly boosted our RSVP response rate by almost 35%, making it easier to reach, engage, and convert attendees with a smooth and hassle-free process.”
– Nancy Matar, Head of Marketing, Property Finder
“Using Samaaro’s WhatsApp invites significantly boosted our RSVP response rate by almost 35%, making it easier to reach, engage, and convert attendees with a smooth and hassle-free process.”
– Nancy Matar, Head of Marketing, Property Finder
The Bigger Picture
For organizations like Property Finder, events are a key channel for brand-building and stakeholder engagement. But scale, consistency, and personalization are hard to balance, unless you have the right infrastructure.
Samaaro delivered that infrastructure, enabling Property Finder to run faster, more flexible, and more impactful events across formats and regions.
Want to simplify your event management like Property Finder? Book a free demo and see how Samaaro can help.
Transforming Public Policy Events at Scale: How Samaaro Powered a 15,000+ Attendee Circular Economy Forum
Overview
The 12th Regional 3R and Circular Economy Forum in Asia and the Pacific, co-hosted by mohua and the Rajasthan government, convened over 1,000 in-person and thousands of virtual attendees from 24 countries. The event focused on advancing circular economy practices, culminating in the adoption of the ‘Jaipur declaration’ to guide regional sustainability efforts. To manage diverse participation, a robust digital infrastructure was implemented, featuring approval-based registration with category-wise segmentation, color-coded QR codes for seamless access control, and a dynamic virtual platform offering multi-session streaming across various halls.
Industry
Government & sustainability, international policy forums
Solutions Used
Approval-based registration system, access management, multi-session virtual streaming platform.
Did you know? Circular economy initiatives could unlock up to $4.5 trillion in economic benefits by 2030.
But convening high-level stakeholders, governments, policymakers, media, and private sector leaders, at that scale requires more than just logistics. It demands security, structure, and seamless coordination, especially when the stakes are high and the agenda is global.
That’s exactly what The 12th Regional 3R and Circular Economy Forum in Asia and the Pacific set out to achieve.
The multi-day event brought together 15,000+ stakeholders to discuss critical themes around urban sustainability, resource management, and policy transformation. Held in a hybrid format, the forum demanded airtight planning, strict access controls, and a dynamic experience for both in-person and virtual audiences.
The challenge: High-stakes event, complex stakeholder mix
With senior government officials, diplomats, industry leaders, and media attending, the event’s success hinged on three core challenges:
1. Secure, category-specific registration
Because of the high-profile nature of the event, it was essential to ensure that only eligible participants gained in-person access. But with thousands expected to register, verifying the identity of each attendee became a major challenge. There needed to be a way to collect valid ID documents and confirm them before allowing participation, without slowing down the registration process or compromising security.
2. Multi-layered attendee management
The event brought together a wide mix of participants, ministers, embassy delegates, municipal officers, private sector professionals, and media. Each group had different roles at the event and needed different levels of access. For example, some sessions were only open to specific government officials, while others were meant for public or media viewing. Managing these distinctions at scale, and being able to visually identify who was who from a distance, was critical to ensuring both flow and security at the venue,
3. Seamless multi-session virtual streaming
With more than 15,000 total registrations expected, a hybrid format, and 7–8 concurrent sessions happening over three days, delivering a smooth experience for both in-person and virtual attendees was a logistical challenge. Coordinating content delivery, audience engagement, and access control across multiple formats required a highly adaptable solution.
The solution: A multi-layered, hybrid event framework by Samaaro
To bring this complex vision to life, Samaaro delivered a purpose-built event platform designed for large-scale, hybrid public sector conferences.
Key components of the solution
Approval-based registration with document verification
- Attendees selected their category (e.g., State government, embassy, media, private sector) via a conditional registration form.
- ID verification was mandatory; only verified registrants received a confirmation email.
- Enabled controlled access and ensured high attendee credibility.
Segmented registrations with color-coded QR badge
- Participants were tagged with specific roles and sub-categories.
- Each category received a distinct QR badge color
- Color-coding the badges enabled instant visual recognition and reduced delays at entry points.
Hybrid infrastructure with multi-session streaming
- Dedicated online interface for virtual attendees.
- Participants could choose between 7–8 live-streamed sessions.
- A dynamic agenda system allowed users to switch sessions in real-time with ease.
Real-time admin controls
- Admins could monitor registrations, approve participants, and control access dynamically from a centralized dashboard.
- On-ground operations were synchronized with backend systems for seamless execution.
Results & measurable impact
15,000+ stakeholders engaged across 24 countries
99.8% error-free check-ins using color-coded QR badges
90%+ registration approval efficiency through automated ID verification
7 concurrent sessions live streamed with zero downtime
Real-world impact: Policy meets platform
By integrating category-based registration, approval workflows, and high-definition virtual streaming, Samaaro helped deliver a smooth experience for all stakeholders, whether it was a senior policy advisor in the front row or a circular economy researcher tuning in from across the world.This operational precision allowed the mohua & rajasthan government to focus on delivering impactful content without getting weighed down by logistical complexity.
By integrating category-based registration, approval workflows, and high-definition virtual streaming, Samaaro helped deliver a smooth experience for all stakeholders, whether it was a senior policy advisor in the front row or a circular economy researcher tuning in from across the world.This operational precision allowed the mohua & rajasthan government to focus on delivering impactful content without getting weighed down by logistical complexity.
Strategic implications: The future of government & sustainability events
The success of this forum points toward a broader trend, governments are increasingly turning to hybrid platforms to engage diverse stakeholder ecosystems. Whether it’s global sustainability goals, urban innovation, or public-private partnerships, the ability to run secure, scalable, and content-rich events is becoming essential for policy impact.
Conclusion: Building the blueprint for large-scale policy engagement
Samaaro’s platform enabled the 12th regional 3R & circular economy forum to scale its impact without compromising on security or attendee experience. From layered registrations to simultaneous session streaming, every detail was optimized for efficiency, engagement, and execution.
Planning a multi-stakeholder event where precision matters?
Let’s talk about how Samaaro can power your next public sector or sustainability-focused forum.
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 inregistration 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.
How ICICI Lombard Reduced Guest Queries by 94% and Streamlined Event Communication with Samaaro
Overview
ICICI Lombard, one of India’s leading general insurance providers, has consistently pushed the boundaries of partner engagement. In line with its commitment to delivering premium experiences, the company partnered with Samaaro to enhance the guest journey at a high-profile channel partner event in Antalya, Turkey. With attendees arriving from across regions and expectations running high, the challenge was clear: how to deliver seamless communication, real-time access to event information, and a memorable, tech-driven experience, all without adding complexity for organizers. By leveraging a customized event engagement app, ICICI Lombard simplified operations, empowered guests, and set a new standard for partner-centric events.
Industry
Financial Sector, Channel Partner event
Solutions Used
Website Builder, Event App, Feedback
Did you know that engaging participants at corporate events can boost brand perception by up to 70%?
However, a common challenge many event marketers face is not just attracting attendees, but keeping them engaged, informed, and connected throughout. It’s one thing to fill a room, and quite another to make every moment count.
When ICICI Lombard brought together its channel partners in Antalya, Turkey, the goal was clear: deliver a smooth, high-touch experience that matched the prestige of the occasion, without overwhelming the organizing team with logistical follow-ups.
The challenge: Clear communication across borders and timelines
Bringing a large group of attendees together in an international setting adds layers of complexity, from managing real-time communication and itinerary updates to ensuring every guest knows what’s happening, when, and where.
ICICI Lombard needed a solution that could:
- Reduce last-minute queries around agenda, travel plans, and activities.
- Give guests quick access to all essential event information.
- Make the experience feel effortless, organized, and elevated.
The solution: A smart, streamlined event engagement app by samaaro
Samaaro stepped in with a lean, intuitive event app tailored to meet the specific communication and engagement needs of the event.
What made it stand out?
- No learning curve: Everything guests needed was available in just a few taps.
- Built for clarity: From itineraries to emergency contact details, the app served as a single source of truth.
- Memory-first design: An AI-powered photo gallery allowed guests to capture and retrieve their favorite event moments without hassle.
Implementation highlights
Personalized agenda & itinerary: Guests could instantly access their travel details, activity schedules, and daily plans, no printed handouts or endless whatsapp threads required.
Attendee directory: The guest list helped build connection and context, making networking more organic and informed.
Emergency contact access: All key support numbers were clearly listed, adding a layer of reassurance for attendees and organizers alike.
AI photo gallery integration: Guests could take photos during the event and later receive a curated drive link with all their personal captures, making memories easy to find and even easier to share.
The results: simpler operations, happier guests
60% reduction in the effort needed to communicate
94% fewer guest queries due to self-serve access to information
Real impact, real moments
One moment that captured the app’s impact? During a group transfer, a guest looked confused about the next activity. Before an organizer could step in, another guest said, “It’s all in the app, just check your itinerary.”
That spontaneous moment of self-help reflected the deeper success: guests were in control, and organizers didn’t need to micromanage.
One moment that captured the app’s impact? During a group transfer, a guest looked confused about the next activity. Before an organizer could step in, another guest said, “It’s all in the app, just check your itinerary.”
That spontaneous moment of self-help reflected the deeper success: guests were in control, and organizers didn’t need to micromanage.
The bigger picture: experience-first event strategy
This case points to a larger shift in corporate events: tech that puts attendees first, making information accessible, reducing operational chaos, and enhancing the emotional experience.
In today’s landscape, event engagement isn’t a luxury. It’s a necessity, and simplicity is a competitive edge.
Streamlining Global Internal Events for Apex Group: 85% Faster Setup, 33% Better Engagement
Overview
Apex Group, a global financial services provider, hosts multiple internal events annually across its international offices. These events are thoughtfully designed to deepen employee engagement, strengthen leadership alignment, and foster a unified company culture. From high-impact senior management conferences to focused initiatives like the women accelerating network (WAN), each event is a platform for internal connection, learning, and alignment with company goals.
Apex Group also leverages flagship events and formal galas, held in key locations like Dubai, Switzerland and London, not only to bring people together but also to reinforce brand values, showcase thought leadership, and support key causes.
Industry
Financial services industry, internal events.
Solutions Used
Centralized super admin dashboard, event set up & automated RSVPs, dedicated event landing page, mobile app, activity booking.
Did you know that companies with strong internal event programs report up to 87% higher employee engagement?
But running such programs at a global scale, across functions, regions, and formats, can get overwhelming. That’s exactly the challenge Apex Group faced.
As a leading global financial services provider, Apex Group runs multiple internal events each year, from high-level leadership conferences to focused forums like the women accelerating network (WAN). These gatherings are pivotal in reinforcing the company’s culture, boosting collaboration, and aligning teams across continents. However, managing a wide-ranging event calendar without a centralized system led to mounting operational complexity.
The challenge: Diverse events, disjointed operations
Despite a clear vision for internal engagement, Apex Group struggled with fragmented execution due to:
1. Inconsistent workflows across regions
Different teams in different geographies were planning events in silos. A flagship summit in Dubai had vastly different requirements than a networking gala in London or a WAN session in Singapore.
2. Rigid tools, limited flexibility
Traditional platforms didn’t support the customization required, some events needed rsvp-based access, others required approvals, activity booking, or travel itineraries. No one system could do it all.
3. Manual communication & guest management
From sending RSVPs to tracking who attended what, everything was manual, resulting in high turnaround times, repetitive emails, and inconsistent guest experiences.
The solution: A modular, centralized event framework by Samaaro
To solve for scale without sacrificing personalization, Samaaro deployed a fully configurable platform tailored to Apex Group’s global event needs.
Key components of the solution:
Modular event setup
- Teams could select a format (gala, WAN, SMC, flagship, etc.)
- Only relevant features appeared, making setup faster and more intuitive.
Custom registration workflows
- Rsvp-based or approval-based workflows.
- Attendee data capture including payment preferences and internal verifications.
Onsite & badge solutions
- Eco-friendly, custom badges.
- Onsite check-ins and badge printing streamlined arrival experiences.
Branded mobile app
- Personalized app view for each attendee.
- Real-time notifications, session reminders, and agenda management.
Communication automation
- Dynamic email triggers for confirmations, updates, and reminders.
- Central dashboard to manage documents, workshop details, and communications.
Activity booking & itinerary management
- Guests could book activities and view their entire travel plan within the app.
Results that spoke for themselves
85% reduction in event setup time
65% boost in reporting efficiency with centralized dashboards
33% increase in RSVP response rates due to automated communication
15% lift in event promoter scores
Real impact in action
Before partnering with Samaaro, Apex teams often had to manually chase confirmations and juggle spreadsheets to manage guest flows across events. Today, whether it’s an SMC in Malaysia or a gala dinner in Switzerland, the process is streamlined, from approvals and itineraries to access control and engagement.
Before partnering with Samaaro, apex teams often had to manually chase confirmations and juggle spreadsheets to manage guest flows across events. Today, whether it’s an SMC in Malaysia or a gala dinner in Switzerland, the process is streamlined, from approvals and itineraries to access control and engagement.
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.”
Bigger picture: The shift toward scalable internal engagement
As enterprises recognize the ROI of internal events, there’s growing demand for systems that can flex across formats while maintaining brand consistency. Apex Group’s transformation showcases how the right tech can enable high-impact, people-first experiences without adding operational strain.
Conclusion: From fragmented to future-ready
By adopting Samaaro’s modular event platform, Apex Group successfully centralized its global event operations, making them faster, smarter, and more scalable. The result? A consistent, high-quality experience for employees and leadership alike, without compromising on personalization.
Want to simplify your internal events, without losing the magic?
Samaaro Raises Seed Capital to Equip B2B Event Marketers
Samaaro Raises Seed Capital to Equip B2B Event Marketers
SucSEED Indovation Fund led a seed investment round for Bengaluru-based Samaaro, a B2B event-marketing SaaS platform, with participation from Silver Needle Ventures Fund, The Chennai Angels, Lead Angels, Ankit Mehrotra (Founder, Dineout), Khalid Qazi (VP, Swiggy), and other prominent angel investors. The existing angels from their previous round – Kedar Gavane, Shreya Ghorawat, and Chaitanya Kalipatnapu – also participated in this round.
Samaaro wants to become an important part of their marketing stack and enhance company growth for businesses all over the world by assisting them in driving greater ROI from events.
With the help of the event marketing platform Samaaro, B2B marketers and event specialists may increase their company’s development and return on investment (ROI) while organising or attending events.
The platform enables B2B organisations who organise or participate in events to create an unforgettable brand experience while also generating new prospects. The complete and one-of-a-kind platform is beneficial to companies searching for a technological solution to create a memorable event experience, enhance consumer engagement, expand the leads funnel, and maximise marketing ROI through event marketing.
Event sponsorships contribute 80% of the overall income of the events sector,” stated Purnank Prakash, Founder and CEO of Samaaro. Every year, over 5 million businesses engage as sponsors and exhibitors in events throughout the world. However, one of the biggest hurdles for these event marketers is getting qualified leads and effectively analysing their ROI. This is where Samaaro differentiates itself from the competition; unlike typical virtual or hybrid solutions, we focus on maximising lead generation and, as a result, improving the sales funnel for these organisations.
Having commenced operations in June 2020, Samaaro has been leveraged by over a thousand worldwide companies such as ASSOCHAM, Queen’s University, and Informa Markets,” he added. Samaaro has welcomed 1 million people from 150 countries in the previous two years and increased income by 300% year on year. Samaaro is genuinely a “built in India for the world” firm, with overseas clients accounting for nearly 60% of its sales
So far, we have been particularly focused on discovering our PMF and spent conservatively on marketing,” stated Mayank Banka, Founder & President of Samaaro. Healthcare and education are our top performing areas, and we’ve seen significant organic traction, particularly in North America.
Next, we plan to construct a super suite of event marketing tools centred on events such as summits, exhibitions, trade fairs, and product launches,” he continued. The money obtained will be used to expand a leadership team with North American market expertise in order to further promote Samaaro as a leading brand in the event tech area.
About Samaaro:
Purnank Prakash and Mayank Banka founded Samaaro in June 2020 as an event marketing platform that helps B2B marketers and event professionals to enhance their company development and ROI when producing or participating in events. Samaaro has boarded over 1000 companies and hosted 1 million guests from 150 countries with a staff of 25. Samaaro has a significant presence in these areas, generating 60% of its sales from North America and APAC.
Samaaro is addressing the following issue(s):
Every year, over 5 million businesses from all around the world attend conferences, exhibits, and trade fairs. These companies devote a significant portion of their marketing resources on raising brand awareness, generating leads, and driving sales in order to increase revenue. However, most of these organisations fail to produce the necessary effect owing to a lack of appropriate solutions for monitoring attendee information, their interests, and lead nurturing, and event marketing remains one of the most difficult channels to crack.
Solution:
Samaaro is a technology business that provides B2B marketers and event professionals with a powerful event marketing platform. The platform enables B2B organisations who organise or participate in events to create an unforgettable brand experience while also generating new prospects. Samaaro’s user-friendly platform helps firms to expand their reach through integrated marketing solutions. It provides several networking and engagement options to foster a community of devoted clients. Furthermore, the platform assists these businesses in lead qualifying and transforms visitors into prospects through a cutting-edge dashboard, maximising business growth and event ROI. The complete and unique platform is excellent for companies searching for a technological solution to create a memorable brand experience, promote consumer engagement, broaden the leads funnel, and raise marketing ROI through event marketing.
Founders Information:
Purnank Prakash and Mayank Banka are alumni of NIT Trichy’s 2014 class and have been friends for 12 years. They have more than 8 years of experience designing successful 0 to 1 product for the event-marketing business. They have successfully implemented marketing campaigns for Fortune 500 companies, numerous government organisations, and premier events such as the IPL using unique technologies such as AR, VR, and IoT.
The Market Potential:
The MICE events sector is presently worth over a trillion dollars and expanding at a CAGR of about 13%. The hybrid events business, which grew rapidly during the epidemic, is now worth $120 billion and is anticipated to grow to $400 billion by 2027. North America and APAC account for 60% of this market.
Transforming BFSI Events: A Case Study
Overview– A global leading financial services provider, hosts exclusive client summits and industry conferences worldwide. With a strong focus on building long-term relationships with institutional clients, the bank organizes these events to showcase its financial expertise, market insights, and innovative solutions.
Industry– BFSI
Event Type– Closed Door
Solutions used– Attendee Data Management, RSVP Management, Check-In and Badge Printing, Speaker Management, Integrations
Samaaro has been an invaluable partner in elevating our events to new heights. Their platform’s ability to deliver personalized experiences and provide actionable insights has been instrumental to our success. We are excited to continue our collaboration and explore future opportunities together.
Client’s Challenges
As a leading global financial services firm, the organization aimed to build strong client relationships and showcase its expertise through exclusive business conferences and client appreciation events. However, challenges arose in several areas, hindering the organization’s ability to optimize event performance and achieve its strategic objectives:
- Delivering Personalized Experiences
The organization faced the challenge of creating highly tailored content and experiences to cater to the diverse needs and preferences of its high-net-worth clientele. With a broad spectrum of investment interests and risk appetites among attendees, delivering generic content failed to resonate, leading to disengaged participants and missed opportunities to build strong client relationships.
- Managing RSVPs
Inefficient tracking of RSVPs, inaccurate guest counts, and difficulties in managing dietary restrictions and catering to session preferences impacted logistical planning and overall attendee satisfaction. These issues often resulted in suboptimal event experiences due to overcrowding, inadequate resources, or dietary accommodations not being met.
- Check-In and Badge Printing
Manual check-in processes were time-consuming, error-prone, and presented a less-than-ideal image for the brand. The manual entry of attendee information was not only inefficient but also increased the risk of human error, leading to inaccuracies in registration data. These issues also impacted event logistics and hindered the ability to gather essential data for future planning.
- Speaker Management
Coordinating complex schedules, arranging travel logistics, and securing accommodations for high-profile speakers required meticulous planning and execution. Last-minute speaker cancellations or changes often disrupted the event agendas, impacting attendee satisfaction and overall event success.
- Leveraging Data Insights
The absence of robust data analytics hindered the organizers’ ability to make informed decisions about future events. Without a clear understanding of the attendees’ behavior, preferences, and event performance metrics, the company struggled to optimize marketing strategies, allocate resources effectively, and identify emerging market trends. This data gap limited the organization’s ability to maximize the return on investment for their events.
Samaaro’s Solutions
Samaaro’s goal was to empower the financial services provider by providing an all-in-one event management platform that addressed their unique challenges. By offering advanced features, we aimed to elevate their events, enhance attendee experiences, and drive business growth.
- Attendee Data Management
Samaaro’s comprehensive event management platform empowered the client to deliver exceptional experiences using accurate attendee data. By segmenting the attendees based on their investment preferences, risk appetite, and demographics, our platform enabled highly personalized content delivery. To further elevate the experience, dedicated relationship managers were assigned to VIP attendees for one-on-one consultations, creating a strong sense of exclusivity and personalized service.
- Automated RSVP Management
Our platform streamlined the RSVP process through automated confirmations and reminders, ensuring timely responses from the attendees. On the one hand, a dedicated module for managing dietary restrictions and session preferences accommodated diverse needs. On the other, efficient guest list management, including plus-ones and VIPs, ensured accurate headcounts and seamless check-in. This comprehensive approach eliminated manual effort, reduced errors, and enhanced the overall attendee experience.
- Effortless Check-In and Badge Printing
Samaaro’s event management software offered a seamless check-in experience through a combination of mobile technology and on-demand badge printing. The mobile app allowed attendees to view the event details and access digital badges. Upon arrival, they quickly checked in using QR codes, minimizing wait times and improving overall efficiency. The on-demand badge printing, especially for badge replacements, ensured a smooth process, enhancing the attendee experience and reducing logistical challenges.
- Comprehensive Speaker Management
By providing a dedicated platform for speakers to manage their profiles, bios, documents, and presentations, communication and coordination were significantly improved. Real-time communication tools facilitated seamless interactions between the organizers and speakers.
- Seamless Integrations
Samaaro’s data-driven approach empowered the organizers to make informed decisions and optimize event performance. By integrating with advanced analytics software, the platform helped them identify attendee segments, preferences, and behavior patterns, enabling predictive modeling of future trends. By measuring the impact of marketing efforts and optimizing resource allocation, this data-centric approach maximized the return on investment for their events.
Results
Leveraging Samaaro’s data-driven event management platform, the company achieved significant improvements across several areas. By overcoming logistical hurdles and tailoring experiences to diverse attendee needs, the partnership with Samaaro yielded a more efficient and impactful event experience:
- Enhanced Attendee Experience
Data insights from Samaaro’s platform transformed the attendee experience, resulting in increase in satisfaction. By tailoring content, recommendations, and interactions to individual preferences, the attendees felt valued and engaged.
- Improved Operational Efficiency
Our event management platform reduced event planning time by 17% through RSVP automation and streamlined processes. This allowed the event organizers to focus on strategic initiatives and enhance the overall event performance.
- Boosted Repeat Participation
Samaaro’s innovative solutions significantly enhanced attendee satisfaction and loyalty. By streamlining the registration process, reducing wait times, and providing a more personalized experience, we achieved a remarkable 15% increase in overall attendee satisfaction and repeat participation.
Conclusion
By addressing critical challenges and delivering innovative solutions, Samaaro empowered the leading financial services provider to elevate its events and achieve exceptional results. This collaboration serves as a blueprint for other organizations seeking to enhance their event performance and drive business growth through data-driven strategies.
Bridging the Gap: Streamlining Agent Events for a Global Workforce with a Multilingual Platform
Overview– A leading name in the insurance industry, is dedicated to empowering its agents and celebrating their achievements. They promote a culture of recognition through well-organized events like awards ceremonies and product update sessions.
Industry– Finance
Solutions used– Website Builder, Registration, Automated Communication, Session Management, Feedback, Reporting
Samaaro’s multilingual platform allowed us to bridge the communication gap and connect with our diverse workforce on a whole new level. But it wasn’t just about communication. We’ve seen an increase in registrations and agent retention – a clear sign that Samaaro is helping us in making a positive impact. We’re excited to continue working with Samaaro to ensure our top agents feel celebrated and empowered, regardless of their location or preferred language.
Client’s Challenges
While celebrating achievements and creating a strong company culture were priorities, our client’s traditional event management methods created communication barriers. This hampered their ability to connect with their multilingual workforce spread across Tier 2 & Tier 3 cities in India, leading to several challenges:
- Reaching a Multilingual Audience:
Managing registrations and event communication across various countries, each with its own language, proved to be a logistical nightmare. Traditional methods, relying on a single language, often left a significant portion of the agent population feeling excluded.
- Streamlined On-Site Experience:
Ensuring a smooth and efficient check-in process for a large influx of the attendees, especially across multiple locations, was a constant struggle. Long queues and manual verification processes detracted from the celebratory atmosphere.
- RSVP Management:
Handling additional guests, dietary preferences, and paid add-ons for the awards ceremony became a tedious task, prone to errors and miscommunication. The existing system lacked the flexibility to accommodate these complexities.
- Data Fragmentation:
Valuable data – like attendance information and agent feedback – was scattered across spreadsheets and emails, creating a fragmented picture. Without a centralized system for data collection and analysis, the organization lacked the insights to continuously improve future agent events.
Samaaro’s Solutions
The organization knew they needed a solution that could bridge the communication gap and streamline the event experience for their global workforce. Samaaro designed a multilingual event management platform to connect people and conduct events seamlessly. Our comprehensive suite of features provided solutions for their specific challenges:
- Multilingual Website Builder:
Samaaro empowered the organizers to create event websites in multiple languages, catering to their diverse agent population. This ensured clear and concise communication, regardless of the attendees’ native language.
- Seamless RSVPs:
The RSVP system streamlined the event- the attendees could easily indicate their dietary preferences and the organizers could manage additional guests, all in one user-friendly interface. This not only ensured accurate headcount for food and beverage planning but also facilitated smooth check-in with pre-registered information, allowing for a stress-free and inclusive experience for all the agents.
- Multilingual Automated Communication:
Automated emails and notifications in the attendees’ preferred language ensured timely updates throughout the event lifecycle. From initial invitations to post-event surveys, the organizers could communicate effectively, creating a sense of inclusion and engagement.
- Express Check-In with QR Codes:
Samaaro’s QR code-based check-in system ensured a smooth and efficient entry process for a large number of the attendees. This not only saved valuable time but also created a more positive experience for the agents.
- Integrated Feedback and Reporting:
A unified platform captured valuable attendee feedback through surveys and questionnaires. This data, along with attendance information from various locations, was consolidated and analyzed by Samaaro. The organization finally had the actionable insights they needed to plan future events that catered to the specific needs and preferences of their global agent workforce.
Results
The partnership between the organization and Samaaro yielded impressive results that surpassed streamlined event management:
- Increased Participation:
Samaaro’s multilingual capabilities empowered a wider audience to participate. Registration numbers soared by 20%, reflecting the increased accessibility and inclusivity of the events.
- Boosted Agent Retention:
Recognizing and celebrating top performers across all regions played a significant role in agent morale and retention. The organization witnessed a 7% increase in agent retention, highlighting the positive impact of these multilingual events.
- Improved On-Site Flow:
QR code check-in eliminated long waiting lines, leading to a 15% faster entry process. This allowed the agents to spend less time queuing and more time interacting with their peers.
- Actionable Insights:
Data analysis revealed valuable insights about their global agent workforce. The organizers could now tailor future events to address various preferences, dietary needs, and preferred communication methods. This data-driven approach ensured that future events were not just celebrations, but strategic investments in agent development and company growth.
Conclusion
The organization’s story is a testament to the power of bridging the communication gap. By embracing a multilingual event management platform, they were able to connect with their agents on a deeper level, generating a sense of belonging and recognition across their diverse workforce. With Samaaro as their partner, the organizers can confidently navigate the ever-evolving landscape of a global workforce, ensuring that their top agents feel valued and empowered to achieve even greater success.
From Challenges to Triumph: How Samaaro Transformed Medical Conferences
Overview– A leading medical association, headquartered in Dubai, is dedicated to the health and well-being of infants, children, adolescents, and young adults. With a focus on advocacy, education, and research, it organizes exclusive, invitation-only events for pediatricians, researchers, and healthcare professionals.
Industry– Healthcare
Event Type– Closed-door conferences
Solutions used– Centralized Data Management, Check- in, Interactive Content, Networking
Partnering with Samaaro was a turning point for our organization. Their platform not only streamlined our event management processes but also enhanced the overall experience. We were impressed with their commitment to data security and their ability to deliver tailored content. We look forward to continuing our partnership and exploring new opportunities together.
Client’s Challenges
Although they were a leading authority in the medical field, the company faced a unique set of challenges in managing their exclusive medical symposiums. Given the specialized nature of the events and the high-profile attendees, the organizers required a robust event management solution to streamline operations and deliver exceptional experiences.
- Onboarding a Compliant Partner
The organizers faced significant challenges in finding a partner that could adhere to the regulatory compliances while also providing the flexibility needed for diverse registration and RSVP management solutions.
- Specialized Content Delivery
Effectively communicating complex medical information to a specialized audience with varying levels of expertise required tailored content delivery strategies. The organizers had difficulties in creating engaging content that resonated with attendees of different skill levels.
- High-Level Networking
The inability to encourage meaningful connections among high-profile attendees resulted in missed opportunities for collaboration, knowledge sharing, and potential partnerships. By failing to balance structured networking sessions with spontaneous interactions, the organization invariably diminished the overall event experience. This negatively impacted on the attendees’ satisfaction.
- Check-In and Onboarding
Inefficient check-in processes often led to long queues, frustrated attendees, and delayed event start times. Further, inaccurate data capture and a disrupted onboarding experience left a negative first impression on the high-caliber audience.
- Centralized Data Management
The failure in effectively collecting, storing, and analyzing attendee data hindered the organization’s ability to derive meaningful insights. This led to suboptimal decision-making, missed opportunities for personalization, and a detrimental impact on event ROI.
Samaaro’s Solutions
Samaaro understood the difficulties of the organization and tailored solutions to its unique needs. By offering advanced features for data security, content delivery, and attendee engagement, we sought to elevate its conferences and enhance the overall experience for the medical professionals.
- Effortless Partner Onboarding
Samaaro’s all-in-one platform addressed the complexities of finding a compliant partner by offering a unified solution. It combined robust compliance features with the flexibility to tailor registration and RSVP processes to the organizers’ specific event requirements.
- Interactive Content
Our software offered customizable interactive content modules like quizzes and polls to enhance engagement and knowledge retention among the attendees. Recognizing diverse learning preferences, Samaaro supported multiple content formats including text and video. Integrated live Q&A sessions facilitated real-time interaction and discussion, creating a dynamic learning environment.
- High-Level Networking Features
Samaaro created high-level networking opportunities among attendees through the dedicated platform. We offered a centralized hub where like-minded individuals could connect based on shared interests and goals. Automated tools streamlined the scheduling of private meetings, further optimizing efficiency in networking.
- Seamless Check-In and Onboarding
Our event management platform offered a seamless check-in experience for the attendees. With mobile check-in stations and QR code scanning, the process was swift and efficient. The attendees also scanned their QR codes via an iPad and were registered in seconds. Simultaneously, real-time data capture during check-in provided the organizers with valuable insights for future event planning and attendee engagement.
- Centralized Data Management
Samaaro’s platform provided a centralized hub for managing the attendees’ data, ensuring seamless integration with existing healthcare systems and databases. Advanced analytics tools within the platform enabled data-driven insights into the attendee behavior, preferences, and event performance. Furthermore, robust data security measures, including encryption and access controls, safeguarded sensitive patient information, thereby adhering to strict industry regulations.
Results
The partnership between the organization and Samaaro yielded impressive results:
- Reduced Check-in Time:
By implementing streamlined mobile check-in processes, Samaaro reduced check-in times by an average of 30%, significantly improving the attendee experience and allowing the staff to focus on other critical tasks.
- Improved Knowledge Retention:
Our platform enhanced comprehension and recall of complex medical information by actively involving attendees in the learning process using interactive content modules and engaging Q&A sessions. This resulted in a deeper understanding of the topics presented and a more lasting impact, not to mention the attendee satisfaction score jumped by 13%.
- Stronger Networking Opportunities:
Samaaro’s platform promoted a collaborative environment by facilitating connections and interactions among the attendees. This not only enhanced the immediate value of the event but also laid the groundwork for long-term professional relationships.
- Reduced Follow-Up Time:
By seamlessly integrating our software with clients’ CRMs, the organizers reduced the time spent following up on qualified opportunities. This resulted in a 70% reduction in follow-up time and a significant increase in sales efficiency.
Conclusion
By addressing critical challenges in data management, content delivery, and attendee experience, Samaaro empowered the medical organization to elevate its events and achieve remarkable results. The collaboration exemplifies how technology can be leveraged to drive innovation and enhance the overall impact of medical conferences and symposia.
UAE’s Tech Summits Transformation: A Partnership with Samaaro
Overview– A global professional services company, headquartered in Abu Dhabi, specializes in digital transformation and technology consulting. The company hosts a series of industry conferences, digital summits, and technology showcases to share insights, showcase expertise, and build strong client relationships.
Industry– Technology
Event Type– Technology Summits
Solutions used– Automated Communication, CRM Integration, RSVP Management, Multilingual Support
We especially appreciate how Samaaro’s RSVP automation has helped us get more responses leading to higher attendance. This feature has streamlined our event planning and increased the overall engagement. We’re excited to continue our partnership and utilize Samaaro’s ongoing innovation and support for future events.
Client’s Challenges
As a leading technology company, our client aimed to deliver impactful technology summits and product showcases. However, managing large-scale events with diverse audiences presented significant challenges, hindering the organizer’s ability to optimize event performance and achieve its strategic objectives.
- Integration With IT Infrastructure
Ensuring seamless integration with IT infrastructure and systems posed a significant challenge for the company. The complexity of integrating event data, attendee information, and marketing systems with existing IT infrastructure was time-consuming and often required specialized expertise.
- Consistent Global Brand Experiences
Cultural nuances, language barriers, and varying market expectations made it difficult for the organization to maintain a cohesive brand identity in event related communication. The organizers struggled to ensure that event messaging, visuals, and overall experience aligned with local preferences while upholding the core brand values.
- RSVP Management
Tracking responses across multiple communication channels, ensuring accurate headcounts, and accommodating diverse dietary needs was time-consuming and prone to errors. Manual data entry, reconciliation, and communication increased the risk of human error, leading to logistical challenges and potentially compromising the attendee experience. Additionally, managing changes in RSVPs, guest lists, and dietary preferences required constant attention and updates, further complicating the process.
- Automated Communication
Effectively automating communication and lead generation processes presented major hurdles. Delivering timely, relevant, and personalized messages across multiple channels while maintaining a consistent brand voice was difficult. Further, tracking communication effectiveness, measuring engagement, and converting leads into opportunities required sophisticated analytics and automation tools.
Samaaro’s Solutions
Samaaro aimed to empower the organization by providing a comprehensive event management platform that addressed the unique challenges of managing large-scale technology events. We sought to elevate our client’s events and drive business growth by offering advanced features:
- Seamless Integration:
We ensured compatibility with the company’s existing IT infrastructure, safeguarding sensitive data through robust security measures. By integrating seamlessly with internal systems, our event platform facilitated data exchange and streamlined operations. This approach eliminated potential data silos, improved efficiency, and maintained data integrity, meeting the stringent compliance requirements of the technology industry.
- Global Event Management:
Samaaro offered a centralized platform designed to streamline event management across multiple geographies, ensuring consistent branding and messaging while accommodating regional variations. By centralizing data and operations, we enabled efficient management of events, reducing complexities and improving overall efficiency. Additionally, our all-in-one software provided multilingual support, allowing for effective communication and engagement with a global audience. This feature was crucial in catering to the diverse linguistic needs of attendees and stakeholders across different regions.
- RSVP Management:
Our platform streamlined the RSVP process by providing a user-friendly interface for attendees to confirm their attendance, provide their session preferences, and indicate dietary restrictions. This approach eliminated manual data entry, reduced errors, and ensured accurate attendee counts.
- Automated Communication:
We empowered the tech company to deliver personalized and timely communication to the attendees through automated email and WhatsApp messaging. Furthermore, the platform incorporated lead scoring mechanisms to prioritize follow-up efforts and improve conversion rates. By automating communication workflows, event organizers could focus on higher-value tasks while maintaining consistent engagement with the attendees.
Results
The collaboration between the technology company and Samaaro delivered exceptional results, transforming the way the organizers approached and executed their events. By addressing critical challenges and delivering innovative solutions, we empowered our clients to achieve significant improvements:
- Enhanced Attendee Experience:
Samaaro’s event management platform significantly improved attendee satisfaction, as evidenced by a 12% increase in the net promoter score. By delivering personalized experiences and providing engaging content based on the data collected from the RSVP forms, our client created a positive and memorable event experience for the attendees.
- Improved Operational Efficiency
By automating routine tasks and providing a centralized platform, the client reduced event planning time by 35%. This efficiency gain allowed the event teams to focus on strategic initiatives, such as enhancing the attendee experiences and developing innovative event concepts. Additionally, the event platform’s user-friendly interface and intuitive design increased staff productivity, enabling them to manage multiple events simultaneously without compromising on the quality.
- Increased Lead Generation
On leveraging our platform, the global professional services company achieved a significant boost in ROI through various metrics. A 6% increase in lead conversion rates was attributed to improved data capture, lead nurturing, and targeted communication. Additionally, sponsorship revenue grew by 11% due to enhanced attendee engagement and valuable insights provided by the platform.
Conclusion
The partnership between the global professional services company and Samaaro exemplifies the transformative power of event technology in driving business success. We addressed the challenges of managing complex events and empowered the client to deliver exceptional attendee experiences.
