Samaaro Empowers Financial Media Giant’s Global “Future of Fintech” Summit Series
Overview: A leading financial media company strategically utilizes conferences and summits as a cornerstone of their marketing strategy. Throughout the year, they organize various series of summits, bringing together industry leaders, innovators, and investors to discuss critical topics like the future of financial technology. These events, held in global hubs like New York, London, Hong Kong, Singapore, and Dubai, serve as crucial platforms for knowledge sharing, networking, and brand building.
Industry: Financial, Financial Media Company
Event Type: Conferences and Summits
Solutions Used: Centralized event management platform, Registration, Event App, AI networking, Integrations, Survey & Feedback, Speaker Management, Session Management, Payment Gateway Integration – for paid tickets and CRM Integration for invitations & data management.
Testimonial:
“Launching the ‘Future of Fintech’ Summit Series globally was a challenge. Samaaro’s centralized platform streamlined logistics, their interactive app boosted engagement, and their data helped us optimize the experience. We’re confident they’ll be instrumental in solidifying our FinTech thought leadership.”
Client Requirement
To showcase their thought leadership in FinTech, the client conducts “Future of Fintech” Summit Series. This 5-6 event series, attracting over 3,000 participants worldwide, brings together FinTech startup founders, VCs, financial institutions, tech companies, and policymakers. Recognizing the need for a robust event technology platform to manage this complex series seamlessly, the company sought a partnership with Samaaro. Their ideal solution, provided by Samaaro, would include a centralized dashboard for managing events across locations and integrate with their existing CRM system, ensuring a unified data flow and fostering data-driven decision-making throughout the series.
The challenges faced by the client were:
Managing Multi-Location Events
- Challenge: Coordinating logistics and ensuring consistent execution across various global venues presented a complex task.
- Consequence: A lack of a centralized platform could lead to operational inefficiencies, inconsistencies in attendee experience, and potential dissatisfaction.
Streamlining Registration & Onboarding
- Challenge: A cumbersome registration process, which involves manual data entry, lengthy forms, and limited payment options, could create a negative first impression and deter potential attendees. Managing paid registrations in multiple currencies could add to the complexity, causing delays and confusion.
- Consequence: Manual data entry could slow down onboarding, increase the risk of errors, and ultimately impact attendee satisfaction.
Enhancing Networking and Engagement
- Challenge: Limited opportunities for interaction could hinder attendee connections and reduce the overall value of the summits.
- Consequence: A lack of engagement could lead to attendee dissatisfaction and negatively impact brand perception.
Data-Driven Insights & Post-Event Analysis
- Challenge: Disparate data sources could make it difficult to measure event success, assess attendee engagement, and gain valuable insights for future events, especially when the events happen across various geographies.
- Consequence: Lack of comprehensive data hinders informed decision-making and limits the ability to optimize future summit experiences.
Samaaro: Delivering Solutions for a Successful Summit Series
Samaaro’s comprehensive event technology platform provided a unified solution for managing every aspect of the series, from centralized management to attendee engagement, ensuring a world-class experience for participants worldwide.
The solutions provided compromised of:
Centralized Management & Data Integration
Samaaro’s solution addressed the client’s core needs. They provided a centralized dashboard for managing events across locations, ensuring consistency and efficiency. Additionally, the platform seamlessly integrated with the client’s existing HubSpot CRM system, creating a unified data flow for streamlined management and fostering data-driven decision-making throughout the series.
Seamless Registration & Onboarding
An intuitive online registration portal, integrated with the client’s CRM system, streamlined attendee registration and data management. Secure payment processing in multiple currencies allowed attendees to pay in their preferred currency, enhancing convenience. For example, for the event in Delhi, people could pay in INR (locals) or USD (foreigners). Pre-populated information from CRM data enhanced the user experience, reduced manual entry, and significantly cut down check-in wait times. Automated confirmation emails and personalized onboarding instructions ensured attendees were well-prepared and informed prior to the event.
VIP & Media Invitations
The platform supported RSVPs for VIP and media invitations, allowing a smoother and more efficient process for special guests, alongside regular registrations.
Interactive Event App with AI-Powered Networking
A dedicated event app offered attendees access to schedules, speaker bios, session materials, and a suite of networking features. AI-powered recommendations helped attendees connect with relevant individuals based on their interests and goals. Private messaging, meeting scheduling, and interest group discussions facilitated valuable connections and fostered a more engaging conference experience.
Multilingual Platform for Global Reach
Understanding the global nature of the event, Samaaro provided a multilingual platform that catered to a diverse audience. This ensured clear communication and a seamless experience for attendees from all over the world.
Speaker Management
Samaaro’s platform streamlined the speaker management process, allowing the client to easily invite, manage communication with, and track speaker information and logistics for all events within the series.
Session Management
The platform facilitated the creation, scheduling, and management of all sessions across locations. This included speaker assignments, presentation materials, and audience engagement tools, ensuring a smooth and informative experience for attendees. Interactive features like polls, Q&As, and speaker/session ratings further enhanced attendee participation and feedback.
Post-Event Surveys & Feedback
The event app facilitated the collection of post-event feedback, offering valuable insights into attendee satisfaction and preferences. This data proved essential in refining future summit experiences and ensuring continuous improvement.
Real-Time Data & Analytics
Samaaro’s platform provided real-time insights into registration trends, session attendance, and participant engagement. This enabled the client to make data-driven adjustments throughout the summit series, optimize event flow, and cater to attendee needs effectively.
Results
- Streamlined Operations: Samaaro’s platform slashed event management time by 25%, freeing up resources for strategic initiatives.
- Enhanced Engagement: The interactive event app, with its AI-powered features, boosted attendee engagement by 30%.
- Maximized ROI: By optimizing logistics, reducing burdens, and fostering engagement, Samaaro helped the client achieve a significant increase in the return on investment (ROI) for the summit series.
- Data-Driven Future: Real-time analytics and comprehensive post-event data provided the client with actionable insights into attendee behavior and preferences. This data empowers them to continuously improve future summit experiences by at least 10%, attract a wider audience, and solidify their position as a thought leader in the FinTech space.
Conclusion
By partnering with Samaaro, the financial media company successfully transformed their summit series. This collaboration resulted in increased operational efficiency, improved attendee satisfaction, actionable data for future growth, and a significant impact on their global event strategy. To experience similar success for your events, book a demo or start your free trial with Samaaro today!
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.
Scaling Distributor Engagement and Success with Samaaro
Overview – A leading innovator in the cloud solutions industry provides cutting-edge technology that empowers businesses to thrive in the digital age. Their commitment to innovation extends beyond product development; they actively cultivate a knowledgeable and engaged distributor network through informative workshops.
Industry – Technology
Event Type – Closed Door
Solutions – Automated Communication, RSVP, Feedback, CRM Integration, Decentralized Management
Partnering with Samaaro was a game-changer for our engagement strategy. Their platform helped us immensely in sending targeted invitations. But more importantly, it automated communication and ensured we reached the right people with the right message, which significantly increased participation in our workshops.
Client’s Challenges
A leading cloud solutions company transitioned to a subscription-based model. Their success hinged on empowering their distributor network across 15 countries with in-depth product knowledge. Traditionally, they relied on a paper-heavy process to organize product development workshops. This method, however, proved cumbersome and inefficient as they scaled up. Here’s where the challenges began to cloud their vision:
- Boosting Funnel Conversion:
Inviting thousands of distributors was easy but securing management-level participation – crucial for successful knowledge transfer – was a struggle. Generic invites often landed in inboxes unread, hindering the impact of the workshop.
- Decentralized Management with Centralized Insights:
The company had regional offices managing workshop logistics. While this encouraged regional ownership, it lacked a centralized view of workshop performance across all the locations. Gaining insights into the overall distributor engagement was like peering through a foggy lens.
- Streamlined RSVP Process:
The traditional RSVP system, involving emails and phone calls, discouraged participation. The distributors often missed their deadlines or forgot about the workshops entirely, leading to under-attended sessions.
- Seamless CRM Integration:
Data from the workshops remained trapped in isolated spreadsheets. Integration with their CRM system, the central hub of distributor information, was non-existent.
Samaaro’s Solutions
We knew the company needed a solution that could transform their workshops. Our aim was to transform their distributor engagement strategy and unlock the full potential of their knowledge-sharing sessions. Samaaro offered them a suite of features that addressed each of their challenges:
- Targeted Invitations and Segmentation:
The organization could now segment their distributors based on specific criteria, like product focus or region. This allowed for personalized invitations with targeted messaging, which piqued management-level interest and increased buy-in for the workshops.
- Decentralized Management with Role-Based Access:
Samaaro empowered the regional admins to manage local aspects of the workshops, like venue booking and catering, while providing centralized reporting for the company’s headquarters. This ensured regional ownership while maintaining a clear, bird’s-eye view of the overall workshop performance.
- Automated RSVP Management:
Samaaro’s user-friendly system allowed distributors to register with a few clicks. The automated reminders ensured they didn’t miss deadlines, ultimately boosting participation rates and maximizing the impact of each workshop.
- CRM Integrations:
Samaaro seamlessly integrated with the cloud solutions company’s existing CRM system. This eliminated data silos, ensuring valuable information – like workshop attendance and feedback – flowed effortlessly into their central hub. Streamlined data management empowered the organizers to gain deeper insights into their distributor network.
- Automated Communication Workflows:
Scheduling automated email and SMS communication for event updates and reminders became a breeze. This kept the distributors informed and engaged throughout the process, from initial invitation to post-workshop follow-up.
- Built-in Survey Functionality:
Samaaro’s built-in survey functionality allowed the organization to gather post-workshop feedback from the distributors. This feedback became the compass, guiding them in refining future workshops and ensuring ongoing relevance for their distributor network.
Results
By embracing Samaaro’s platform, the company achieved tangible results and their success story unfolded across three key areas:
- Streamlined Operations:
Automated tasks like invitations, RSVP management, and communication freed up the company’s central team, allowing them to focus on strategic initiatives. Regional admins, empowered by Samaaro, managed workshops efficiently, saving valuable time and resources.
- Increased Engagement:
Targeted invitations and personalized communication resulted in a 43% boost in management-level participation. The streamlined RSVP process further enhanced engagement, leading to workshops brimming with enthusiastic distributors.
- Maximized ROI:
Increased workshop participation translated into a more knowledgeable and engaged distributor network. Equipped with in-depth product knowledge, the distributors became more effective, increasing sales by 4% and the return on investment by 15% for the workshops.
Conclusion
The cloud solutions company’s journey is a testament to the power of embracing technology. By replacing paper trails with a streamlined event management platform, they transformed their distributor workshops into a powerful tool for network development and business growth. With Samaaro as their partner, the company could now confidently navigate the ever-evolving cloud landscape, a distributor network empowered by knowledge soaring alongside them.
Seamless Connections, Soaring ROI: How Samaaro Powered the FinTech Festival India
Overview – Constellar, a Singapore-based event organizer, convenes businesses across Asia Pacific through impactful exhibitions and conferences. Focusing on industries like food security and fintech, they foster connections and knowledge sharing to drive growth.
Industry – Financial Technology Conference And Exhibition
Solutions Used – Tailored Event Website, Ticketing & Registration, Event Marketing, Check-in & Badge Printing, On-site event operations, Exhibitor Management, AI matchmaking, Meeting Planner, Integrations.
Client Requirements
Organizing a large-scale event poses multifaceted challenges for organizers, spanning the entire event lifecycle. The conventional approaches often involve complex, time-consuming processes, hindering the seamless execution of events. Our client – Constellar, faced several challenges while organizing their first FinTech Festival India.
Here are the requirements that Constellar had for the FinTech Festival India:
Fully Personalized Website
Challenge: The client expressed the desire to create a website that resonates with the unique preferences of attendees, exhibitors, and speakers. They were looking for a platform capable of effortlessly managing various pages of information while incorporating indispensable tools such as Google Analytics and referral tracking. Additionally, they needed a seamless system to track potential attendees, exhibitors, and speakers.
Consequence: The absence of a fully personalized website might risk disconnecting potential attendees, exhibitors, and speakers who anticipate a smooth and tailored journey. Insufficient tracking tools could mean overlooking valuable insights into user behavior, hindering the optimization of marketing strategies. Furthermore, the lack of attendee, exhibitor, and speaker trackers could lead to disarray and inefficiency during the event, impacting the overall experience.
Maximizing Sign-ups
Challenge: The client wanted to maximize footfall and sign-ups by implementing diverse strategies. They also aimed to harness the power of email marketing funnels and WhatsApp integration to effectively engage with potential participants.
Consequence: Falling short in maximizing footfall and sign-ups could potentially result in diminished event attendance and participation, ultimately affecting the success of the event. Ineffective communication channels might lead to reduced engagement and lower conversion rates, impacting overall event success.
Streamlined Event Operations
Challenge: The client was keen on ensuring streamlined event operations, encompassing email confirmations, seamless check-in processes, and automated badge printing.
Consequence: Inefficient event operations could potentially lead to prolonged queues, delays, and attendee frustration, potentially tarnishing the reputation of the event. Without proper check-in and badge printing processes, there’s a risk of creating a chaotic environment at the event venue, which could negatively impact attendee satisfaction.
Maximize Event ROI
Challenge: The client wanted to maximize event ROI for all the stakeholders by offering comprehensive solutions such as networking and matchmaking and a meeting planner to facilitate meaningful connections and interactions between attendees and exhibitors.
Consequence: Failing to maximize event ROI might pose challenges in justifying the resources invested in organizing the event. Inadequate solutions could lead to missed opportunities for networking and business collaborations, ultimately reducing the overall value proposition for both attendees and exhibitors. It’s crucial to offer robust solutions to ensure that every participant derives maximum value from the event experience.
Samaaro’s Solutions
Samaaro understands the complexities of organizing large-scale events. For the FinTech Festival India, Constellar sought to create a personalized and engaging experience for attendees, exhibitors, and speakers.
Let’s explore how Samaaro’s solutions addressed each of Constellar’s requirements:
Crafting a Personalized Welcome
Imagine arriving at an event where everything feels relevant to you. That’s exactly what we strived for with Constellar. We tailored a multi-page website with dedicated sections for attendees, exhibitors, and speakers, offering the most important information for each group, saving everyone time and frustration. Additionally, the website facilitated registrations with multiple ticket options in different currencies. This catered to a wider audience and streamlined the enrollment process.
Integration of Google Analytics and Referral Tracking ensured that the client could gather valuable insights into user behavior and track the effectiveness of promotional efforts.
Additionally, a robust From Tracker System was put in place to seamlessly manage attendees, exhibitors, and speakers, enhancing overall event organization and efficiency.
Maximizing Attendance and Engagement
A great turnout was paramount to the event’s success. To achieve this, a strategic multi-pronged approach was implemented. This began with the implementation of Interest Forms for attendees, exhibitors and speakers facilitating engagement and capturing valuable data for targeted communication.
Next was empowering the clients with funnel-based Email Marketing on the platform. Through these emails’ visitors, exhibitors and speakers were encouraged to sign up, complemented by the distribution of coupons to incentivize attendance ensuring a broader reach and increased participation of paid delegates. A user-friendly shopping cart-style interface was integrated for seamless ticket selection and checkout. WhatsApp integration further enhanced communication channels, fostering engagement and driving sign-ups.
Streamlining Operations for a Smooth Flow
Event operations can make or break the attendee experience. For Constellar, we ensured a smooth flow by leveraging automation and access control. Attendees received email confirmations with QR codes, allowing for a quick and efficient check-in process. Additionally, by integrating badge printing with an API, we eliminated long queues and unnecessary delays.
To optimize meeting management, door access was tailored, allowing only eligible delegates and exhibitors to connect, thereby creating an exclusive experience for all the delegates.
Maximizing ROI: Building Valuable Connections
We understood that Constellar’s value for maximizing ROI for all it’s stakeholders hinged on fostering valuable connections between attendees and exhibitors. To achieve this, an exhibitor directory was created where attendees could explore solutions by visiting exhibitors’ online profiles. This ensured maximum visibility for exhibitors and allowed attendees to easily find the products and services they were interested in.
The implementation of AI-matchmaking algorithms facilitated targeted connections between attendees and exhibitors based on their profiles and mutual interests, ensuring relevant interactions.
A tiered access system was also introduced. This system allowed attendees to book a specific number of meetings based on their pass type, ensuring a fair and efficient allocation of networking opportunities thereby creating an exclusive experience while also creating an upsell opportunity for Constellar. Finally, a meeting planner tool was developed to streamline scheduling and manage business meetings during the event. This maximized the value proposition for all participants and exhibitors alike.
Results
Increased Sales Efficiency and Revenue:
- 20% More Conversions: Samaaro’s visitor forms allowed sales to capture leads based on specific interests (CTAs clicked) and personalize their outreach, leading to a 20% increase in converting free visitors to paying delegates for the FinTech Festival.
- Instant Rep Engagement: Real-time notifications empowered sales to act quickly on qualified leads, resulting in faster and more effective conversions.
Enhanced Exhibitor Experience and ROI:
- 33% More Qualified Meetings: Samaaro’s pre-event meeting planner facilitated 33% more qualified meetings between exhibitors and attendees, maximizing their networking opportunities and potential ROI.
- 15% Boost in Exhibitor Satisfaction: The increase in qualified meetings led to a 15% jump in exhibitor Net Promoter Score (NPS), indicating a significant improvement in their experience at the festival.
Conclusion
By implementing these solutions, Samaaro empowered Constellar to deliver a successful FinTech Festival India. The event offered a personalized experience, maximized participation, ensured efficient operations, and ultimately, contributed to a significant return on investment. If you want your event to be a success like Fintech Festival India, book a demo today or start with your Free Trial!
Virtual Job Fair Example- Lingua Talent
VIRTUAL JOB FAIR EXAMPLE - LINGUA TALENT
Here’s a Virtual Job Fair Example where Samaaro hosted a virtual job fair. LINGUA TALENT is a Talent Management and a leading global language community based in Cairo and operating worldwide in the aim of connecting linguists and language jobs seekers and speakers with proper employers.
The client wanted to host a virtual job fair for students, that would connect them with employers from all across the world.
Project Info: Virtual Job Fair Example
Client: Lingua Talent
Category: Virtual Job Fair
Date: 4-5 Dec, 2020
Challenges
- The client was participating in a virtual event for the first time virtual event, and hence, constant guidance was required.
- A lot of customized spaces were required, in a very short period.
Solutions
Event was personalized to suit their style and event theme.
Immersive Speaker Sessions were held to help candidates understand the intricacies of the getting the right job.
Meeting rooms were created with live polls and Q&As for employers and job-seekers to interact with each other.
Result
Here are some of the highlights of the event:
- 2000 people attended the event with around 750 documents being downloaded and 40 videos being watched
- The event recorded registrations from more than 2500 employers and potential employees from around the world
- More than 800 connection requests were sent.
Client Feedback
“We would like to wholeheartedly thank Samaaro for helping us create and deliver a fabulous virtual job fair. It helped us connect employers from around the world with job seekers. Samaaro provided support throughtout the event and were there at every step of the process.”
– Lingua Talent
Transforming Real Estate Events: Property Finder’s Success Story with Samaaro’s Event Solutions
Overview – As a prominent global property digital business operating in the MENA region, Property Finder serves as an online platform for property listings and provides diverse real estate-related services. Additionally, the company actively organizes and engages in awards and workshops for industry professionals.
Industry – Real Estate
Solutions Used – Ticketing & Registration, RSVP management, Check-in & Badge Printing, Event App, Integrations.
Client Challenges
Organizing impactful real estate events poses multifaceted challenges for organizers, spanning the entire event lifecycle. The conventional approaches often involve complex, time-consuming processes, hindering the seamless execution of events. Our client – Property Finder, faced several challenges while hosting their events.
The challenges they faced compromised of:
RSVP Management Struggles
Challenge: Manually curating guest lists, sending individual invites, and managing confirmations in spreadsheets was a tedious task. Pulling data from Salesforce with specific filters helped, but it was still restrictive and required significant manual effort. Additionally, traditional methods offered limited opportunities to personalize the experience for guests, lacking features for things like pick-up and drop services or dietary preferences.
Consequence: This traditional approach consumed significant resources and time, hindering productivity and efficiency. Additionally, the high risk of errors and oversights could potentially impact the event experience negatively. Furthermore, the lack of personalization could lead to a less engaging and memorable experience for guests.
Check-In Challenge
Challenge: Antiquated check-in procedures reliant on paper or Excel sheets led to long queues and waiting times for attendees.
Consequence: Negative impact on the attendee experience, fostering dissatisfaction and frustration.
Crafting a Memorable Brand Interaction
Challenge: The absence of technology to create personalized badges, offer an intuitive attendee app, and seamlessly integrate with existing CRMs prevented a truly engaging and memorable event experience.
Consequence: Lack of personalization reduced the overall impact, potentially hindering valuable networking connections.
Integration Intricacies
Challenge: Seamless integration with existing CRMs, accounting software, and analytics tools proved challenging, potentially introducing data discrepancies and hampering analysis.
Consequence: Incomplete integrations hindered data flow and limited the ability to gain actionable insights from valuable event analytics.
Reporting and Analytics
Challenge: Manual data collection and siloed information across platforms make it difficult to track RSVPs, registrations, and attendance, leading to limited visibility into event performance and ROI.
Consequence: Inefficient resource allocation, reactive decision-making, and missed opportunities for improvement hinder event optimization and attendee experience.
Samaaro’s Solution
Seeking a streamlined solution, Property Finder partnered with Samaaro, an all-in-one event technology platform.
Here are the Solutions designed by Samaaro, which help Property Finder:
Registration Software: Leveraging Samaaro’s intuitive platform, Property Finder designed custom and personalized registration forms directly on their website, eliminating the need for coding expertise. However, the benefits extended beyond simplified creation. Samaaro empowered Property Finder with shareable ticket links, a feature that eliminated the tedious process of individual registrations. By simply generating a link, event organizers could effortlessly facilitate attendee enrollment at their own convenience, saving time and resources. This innovative solution streamlined the registration process, allowing them to focus on other crucial aspects of event management.
Event Duplication: Samaaro addressed a critical challenge faced by Property Finder: event duplication. Recognizing the time-consuming nature of recreating entire events, Samaaro’s solution enabled effortless replication of event details and information, excluding attendee data. This streamlined process eliminated the need for building separate event websites and dashboards for each iteration. Now, Property Finder simply edits the necessary information within a centralized dashboard, significantly reducing event creation time and effort. This innovative approach empowered Property Finder to focus on other crucial aspects of event management, fostering increased efficiency and productivity.
RSVP Management Tools: Samaaro’s RSVP Management solution for Property Finder went beyond traditional email functionality. Samaaro empowered them to gather even more valuable attendee data by offering unique customization options. The solution enabled Property Finder to create entirely new questions and even embed multiple sub-questions within existing RSVP fields. This flexibility granted Property Finder unprecedented control over the data they collected, allowing them to tailor the experience to their specific event needs and gather insights that were previously unavailable.
On-site Check-in & Badge-Printing Solutions: Samaaro ensured a hassle-free check-in experience for Property Finder with QR code scanning, significantly reducing waiting times and enhancing overall attendee satisfaction.
Marketing Solutions: Property Finder optimized event management using Samaaro’s marketing automation, a solution that included automated WhatsApp reminders, personalized updates, custom sender emails, and the ability to communicate with different registration categories. This tailored approach not only boosted registration and attendance but also facilitated post-event feedback collection, providing Property Finder with valuable insights for continuous improvement and enhanced personalization. The seamless communication process not only saved time but also elevated the overall attendee experience, exemplifying the effectiveness of Samaaro’s automated solutions crafted for Property Finder.
Integrations: Samaaro’s integrated approach allowed seamless integration for Property Finder with various tools, including CRMs and marketing platforms, aligning event strategies with overall organizational goals. This streamlined approach contributed to an efficient and well-coordinated event management process for Property Finder.
Results
Property Finder’s partnership with Samaaro yielded impressive results, transforming their event management processes and delivering significant improvements across key metrics:
85% Reduction in Turnaround Time: Streamlined guest list curation, RSVP management, and communication reduced the entire cycle by a staggering 85%, freeing up valuable time and resources for Property Finder.
23% Increase in Attendance: Personalized email and WhatsApp communication powered by Samaaro’s solutions enticed more attendees, resulting in a remarkable 23% jump in overall event participation.
30% Boost in Attendee Satisfaction: Smooth check-in, intuitive apps, and engaging experiences facilitated by Samaaro contributed to a 30% surge in attendee satisfaction scores, highlighting the platform’s effectiveness in creating positive memories.
Conclusion
Samaaro’s comprehensive event solutions addressed critical pain points for Property Finder, empowering them to host impactful events with measurable results. Our user-friendly, integrated platform streamlined operations, boosting attendee experiences and overall outcomes. The quantifiable improvements showcase the transformative power of Samaaro. By streamlining processes, boosting engagement, and enhancing the attendee experience, we empower event organizers like Property Finder to achieve their goals. Contact us today to see how Samaaro can transform your next event.
Maximizing Success with Samaaro: A Case Study on the “Global Innovation Confluence” Conference in Dubai
An event management company based in the bustling city of Dubai is widely recognized for its expertise in organizing Information Technology (IT) Conferences. They have a compelling vision of creating a dynamic platform where thought leaders, visionaries, and innovators from around the world converge to collectively shape the future of IT experiences.
Industry
Information Technology (IT) Conferences
Solutions Used
Speaker Management, Sponsor Management, Marketing Integration
“We can’t thank Samaaro Solutions enough for their incredible support in making our ‘Global Innovation Confluence’ a resounding success. The results speak for themselves – 30,000 communications for a seamless attendee experience, a 7% reduction in costs, 800+ attendees registered, and a remarkable 20% increase in attendee engagement during speaker sessions. Samaaro Solutions truly made a difference, and we look forward to working with them in our future events.”
Client Challenges:
In the vibrant city of Dubai, a team of event organizers took on an exciting project – to host a large-scale conference for a valued client. Their goal was to bring together 800 attendees from various backgrounds. This case study will dive into the story of this event, the “Global Innovation Confluence,” where people from all over the world gathered to share ideas and insights. These were some of the challenges faced by the clients:
Scheduling & Program Management
One of the most significant operational challenges faced by the organizers was to avoid the scheduling conflicts that force attendees to choose between multiple interesting sessions. Earlier, this challenge led to attendee frustration and reduced participation in some sessions.
Communication & Information Flow
In the past, organizers were failing to provide multiple communication channels, such as mobile apps, printed schedules, or information on booths and more. Last-minute alterations to session locations, times, or speakers created confusion when this information could not promptly and accurately be communicated to participants. Inadequate information also led to reduced engagement with the conference, as attendees may miss out on sessions, workshops, or networking opportunities.
Enhancing Attendee Engagement
The inadequate monitoring of questions posed to speakers was impeding attendee engagement. To rectify this issue, the organizers sought to introduce an event tech platform into the equation.
Samaaro’s Solution:
1. Speaker Management
Speaker Profiles : An interesting feature was how organizers were able to create comprehensive speaker profiles on the platform. These profiles typically include their professional background, areas of expertise, previous speaking engagements, and a biography. Attendees can browse these profiles to get a better understanding of the speakers’ credentials and relevance to the event.
Comprehensive Speaker Profiles : Samaaro simplifies the compilation of presentation materials. Speakers had the power to easily upload their presentation files, handouts, and reference documents to the platform.
Agenda Management : Event organizers had full control over the event agenda. They could create a detailed schedule, assigning speakers to specific time slots, rooms, and tracks. Attendees were able to access this agenda to plan their participation and navigate the event seamlessly.
Effortless Session Administration : Organizers efficiently managed the scheduling of speaker sessions. The platform offered an intuitive agenda management system that allowed for the easy allocation of speakers to specific time slots, rooms, and tracks.
Additionally, to enhance the interactivity of speaker sessions Samaaro provided tools for moderating live Q&A sessions. Attendees could actively engage with speakers, asking questions and receiving real-time responses, which affected the overall event experience.
2. Sponsor Management
Sponsor Management Dashboard : This sophisticated tool empowered organizers to efficiently oversee, strategize, and optimize their sponsorship partnerships, ensuring the success of their events. It served as a one-stop destination to track the progress and engagement of sponsors throughout the event lifecycle.
Multi-Tier Sponsorship Packages & Contracts : Samaaro provided event organizers with the ability to design and oversee a diverse range of sponsorship packages, each structured into distinct tiers. These packages encompassed various levels of visibility, branding opportunities, and degrees of participation. Moreover, Samaaro’s features encompassed the generation and supervision of sponsorship contracts, giving complete authority to the event organizers.
3. Marketing Integration
Seamless Communication with Push Notifications : Samaaro introduced a convenient push notification feature, allowing organizers to send event updates to attendees with active logins. The notifications were easily accessible through a dedicated notifications tab. This feature ensured that attendees could stay engaged and informed about the latest event developments in real-time. Samaaro’s platform not only facilitated seamless communication through push notifications but also leveraged WhatsApp to provide real-time event updates and deliver tickets to the attendees.
Targeted Marketing Capabilities : Samaaro’s platform allowed organizers to segment their attendee lists based on specific criteria. This segmentation capability enabled organizers to dispatch tailored notifications or emails to specific groups of attendees.
Use Cases:
- Reminders: Event organizers could send reminders to registered participants, ensuring high attendance rates.
- VIP Updates: Exclusive updates could be shared with VIP guests, enhancing their event experience.
- Real-time Changes: Communicating last-minute changes to speakers or event schedules was made efficient and accurate.
Valuable Insights & Analytics : Samaaro provided robust analytics and insights, offering valuable data on various aspects of event management. Organizers gained insights into attendee interactions and engagement with event content. By tracking notification click-through rates, organizers could gauge the effectiveness of their communication strategies.
Event Gallery
Results:
The implementation of an event technology platform for an in-person event yielded impressive results, including:
- 30k Communications for Seamless Attendee Experience
- Reduced costs by 7%
- 800+ attendees registered
- 20% attendee engagement increased with the number of questions asked during speaker sessions
Conclusion:
In conclusion, the “Global Innovation Confluence” event in Dubai faced several significant challenges in scheduling, communication, information flow, and attendee engagement. However, with the implementation of Samaaro’s innovative event management platform, these challenges were effectively addressed, leading to remarkable results and a successful event.
Samaaro’s solution provided a comprehensive set of tools and features that revolutionized the way the event was organized and executed. Samaaro has made sure to serve as an example of how technology can enhance event planning and execution, creating a more enriching experience for both organizers and attendees.
Are you ready to transform your next event? Discover how Samaaro’s cutting-edge event technology platform can enhance engagement, streamline attendance tracking, and boost sponsor engagement. Contact us today to learn more and schedule a demo.
20% Surge in Exhibitor Participation: Samaaro’s Impact on Defence Exhibition
An Exhibition Organizer, based in the Las Vegas, is a leading organizer of government exhibitions and events. With a proven track record in orchestrating large-scale gatherings, they excel in uniting industry experts, government officials, and defence technology innovators.
Industry
Government & Defence Expo
Solutions Used
Exhibitor Dashboard, Exhibitor CRM, Attendee App, Attendee Check-in & Management
Samaaro’s technology was a game-changer for our defense exhibitions. The Exhibitor Management Dashboard simplified tasks, and the CRM offered transparency. Attendee check-in and the customized app enhanced the attendee experience. Results included a 20% increase in exhibitor participation and a 5% cost reduction. We’re excited about our future partnership with Samaaro.
Client Challenges:
A leading defence exhibition organizer faced several challenges when organizing a large-scale event with over 250 exhibitors. While the client had been using multiple solutions (cvent, brella, vfairs,) for its various challenges, they wanted a platform that could address all their problems all at once while highly customizable and budget friendly.
The challenges they faced compromised of:
Exhibitor Management:
Managing a large and diverse exhibitor base, coordinating with exhibitors on multiple platforms, and tracking exhibitor activity and performance were key challenges faced by the defence exhibition organizer. The organizer had a vast database of exhibitors from previous events, as well as a steady stream of new inquiries. Keeping track of exhibitor information, preferences, and deadlines was a time-consuming and error-prone process. The organizer was also using a variety of different tools to communicate with exhibitors, such as email, phone, and online forms. This made it difficult to keep track of conversations and ensure that all exhibitors were receiving the same information. Additionally, the organizer wanted to be able to track exhibitor activity, such as lead generation and booth visits. This data could be used to improve the exhibitor experience and identify areas for improvement.
Attendee Check-in & Management:
The organizer’s previous check-in process was slow and manual and did not provide real-time insights into attendee attendance. This made it difficult to identify and address any issues that arose during the event.
Attendee App:
For this large-scale exhibition, the organizer sought a minimalistic and easy-to-navigate attendee app. Previous apps had not been customized to meet their specific requirements, which included:
- Venue details
- Real-time updates through push notifications
- Personalized exhibitor recommendations
- Digital business cards
- Option to schedule meetings with interested exhibitors
The decision to collaborate with Samaaro for the exhibition was driven by the realization that Samaaro could provide a tailored solution to meet the client’s distinct event requirements.
Samaaro's Solution:
Given the distinct challenges faced by our client, we embarked on a mission to create a tailored end-to-end solution that streamlined their operations. With a focus on reducing manual work, our goal was to simplify their processes while ensuring user-friendliness.
1. Admin Dashboard :
The admin dashboard offered a comprehensive set of tools, including event website management, attendee and exhibitor management, push notifications, and marketing capabilities. It provided event organizers with essential event information, a thematic website builder, and a flexible color palette to create an engaging online presence. Additionally, the ticketing and registration dashboard streamlined attendee management, ensuring a seamless check-in process. The platform’s push notification and marketing features allowed for real-time communication with attendees, enhancing engagement and information sharing.
2. Exhibitor Management Dashboard :
The exhibitor management dashboard proved to be a game-changer for event organizers, offering a range of invaluable benefits. Firstly, it simplified the often-complex task of managing exhibitors by enabling effortless exhibitor addition. Organizers could seamlessly add exhibitors from existing or new lists, with the system supporting manual data entry or bulk uploading via CSV files, thus streamlining the entire process.
Furthermore, the dashboard’s exhibitor settings provided a centralized hub for organizing tasks for exhibitors, managing inventory requests, defining exhibitor categories, and handling banking details, all from a single platform. This consolidation of essential functions significantly enhanced efficiency and coordination.
Additionally, the effective communication channel within the dashboard allowed organizers to send crucial emails and updates directly to all exhibitors. This ensured that consistent and timely information reached every exhibitor, facilitating smoother event operations and fostering improved exhibitor satisfaction. In sum, the exhibitor management dashboard was instrumental in simplifying the organization’s tasks and enhancing communication, resulting in more efficient and successful events.
3. Exhibitor CRM :
The Exhibitor CRM emerged as a pivotal feature, revolutionizing the way event organizers managed their exhibitors. By categorizing exhibitors into ‘New Leads,’ ‘Proposals Sent for Participation,’ and ‘Exhibitors Booked,’ it delivered an array of indispensable benefits.
The comprehensive lead detail data facilitated effective lead tracking and management, empowering organizers to make informed decisions. Moreover, the CRM contained a dedicated section for exhibitor information. This quick overview of exhibitor information streamlined exhibitor interactions and enhanced organizational efficiency.
The inclusion of uploading contract details enhanced transparency but also simplified document management, contributing to smoother transactions. Facilitating inventory requests, the CRM enabled exhibitors to specify their inventory needs, including required quantities. This streamlined inventory management, ensuring a seamless supply and demand process during events.
Task management feature played a crucial role in meeting event requirements and enhancing task coordination. Furthermore, the CRM outlined tasks for event administrators and sub-admins, ensuring that the event’s operational responsibilities were well-coordinated.
Lastly, the inclusion of a booth representative section simplified communication with booth staff, promoting better networking opportunities and enhancing the overall event experience. Overall, the Exhibitor CRM empowered event organizers with a comprehensive tool to efficiently manage exhibitors, monitor tasks, and foster transparent and productive relationships, leading to more successful and well-coordinated events.
4. Attendee Check-in & Management:
Samaaro’s technology significantly streamlined the attendee check-in process, enhancing its speed and efficiency. Attendees received a backend-generated email containing a QR code for seamless event venue check-in after their registration. This QR code system, along with badge printing, ensured swift and precise check-ins. Moreover, Samaaro’s platform offered real-time attendance data and insights, accessible via the admin dashboard. This real-time information empowered organizers to promptly address any event-related issues as they arose, contributing to a smoother event experience.
5. Attendee App:
The development of a customized attendee app by Samaaro, tailored to the specific needs of the defence exhibition, was of great benefit to the organizers. The app’s minimalistic and easy-to-navigate interface significantly improved the attendee experience, allowing attendees to effortlessly navigate the extensive exhibition area. Real-time updates through push notifications ensured attendees stayed informed about any schedule changes or critical announcements, enhancing communication efficiency. The personalized exhibitor recommendations and the ability to exchange digital business cards simplified networking, making it easier for attendees to connect with exhibitors whose offerings matched their interests. Additionally, the app’s feature for scheduling meetings with exhibitors promoted networking and interaction, providing convenience to attendees while offering organizers valuable insights into attendee engagement and preferences. In sum, the attendee app not only elevated attendee satisfaction but also streamlined communication, fostered productive networking, and facilitated data-driven decision-making, all contributing to the overall success of the defence exhibition.
Results:
The implementation of an event technology platform for a large scale defence exhibition yielded impressive results, including:
Increased Exhibitor Participation: The number of exhibitors who participated in the event increased by 20%, indicating greater industry interest and confidence in the event’s management.
Lead Generation: During the event, exhibitors generated a total of 500 leads, demonstrating the success of their participation in engaging with potential clients and partners.
Exhibitor Performance Metrics: Exhibitor A recorded 250 booth visits, generating 50 leads and requesting 100 inventory items. Exhibitor B had 300 booth visits, generated 80 leads, and requested 120 inventory items. These metrics allowed organizers to assess the performance and engagement levels of individual exhibitors.
Reduced Operational Cost: Notably, the implementation of Samaaro’s event technology resulted in a significant 5% reduction in operational costs, further enhancing the overall efficiency and cost-effectiveness of the event.
These specific numerical values provide quantifiable results that reflect the impact of Samaaro’s event technology on exhibitor participation, lead generation, and individual exhibitor success.
Conclusion:
In conclusion, the partnership with Samaaro proved to be a game-changing decision for the defence exhibition organizers. With Samaaro’s customized event technology, the organizers achieved improved exhibitor management, efficient check-in processes, and a feature-rich attendee app tailored to their unique event requirements. This collaboration not only simplified event planning but also fostered a more productive and transparent relationship with exhibitors and attendees, ultimately leading to the success of their large-scale defence exhibition.
Additionally, the client’s commitment to excellence extended to their choice of Samaaro’s annual Ultra package. This subscription includes a range of additional benefits, ensuring continued support and enhanced capabilities for their future events. Samaaro’s commitment to delivering excellence and tailored solutions clearly aligns with the client’s ongoing needs and ambitions for their defence exhibitions.
Are you ready to transform your next event? Discover how Samaaro’s cutting-edge event technology platform can enhance engagement, streamline attendance tracking, and boost sponsor engagement. Contact us today to learn more and schedule a demo.
TEDxHyderabad IGNITE 2023
TEDx Hyderabad is a local, self-organized event that brings people together to share a TED-like experience. It is a platform for speakers to share their ideas and stories in short, powerful talks. TEDx Hyderabad also aims to create a community of people who are passionate about making a difference in the world.
Industry
Think Tank
Solutions Used
Event Ticketing & Registration, Marketing, Reports
Working with the Samaaro team was truly an exceptional experience. They approached every feature request and issue with genuine dedication, making us feel like they were an invaluable extension of our own team. The challenges we had encountered during previous events were effortlessly resolved, and the valuable data they provided will undoubtedly guide us in our future endeavors.
– TEDx Hyderabad
Client Challenges:
TEDx Hyderabad recently held its largest annual flagship event, Ignite. This event was preceded by two sub-events focusing on Art & Music and Women’s Safety. However, TEDx Hyderabad encountered notable challenges during their events.
These obstacles highlighted the need for a comprehensive ticketing and event technology platform. The lack of a robust registration monitoring system that could effectively manage coupon-based registrations was one of the greatest obstacles they faced. The absence of clarity hindered their ability to evaluate the effectiveness of their marketing efforts and make informed decisions regarding impending events.
In addition, they faced a challenging obstacle in the form of exorbitant payment gateway fees. The charges, which reached as high as 7 percent, significantly weakened their budget for the event, limiting their ability to allocate funds to other crucial aspects of event planning and enhancement. Furthermore, they expressed a desire to incorporate Indian payment gateway systems like UPI and Rupay.
Nevertheless, as we delve deeper, you will learn how Samaaro stepped in to substantially alleviate these obstacles and enhance the success of TEDx Hyderabad’s event in the modern era.
Samaaro’s Solution:
1. Comprehensive Ticketing Solution
Improved Registration Monitoring: Samaaro’s ticketing system provided a robust registration monitoring system that allowed for efficient management of coupon-based registrations. This eliminated the previous obstacles related to registration management.
Streamlined Ticket Purchases: Unlike conventional methods, Samaaro’s system allowed for rapid ticket purchases from various organizer-specific ticket types. This streamlined the ticket-buying process, making it more user-friendly.
Efficient Payment Process: The payment procedure was made efficient, taking only a few seconds to complete. This greatly improved the overall user experience by reducing payment-related delays and hassles.
Reduced Payment Gateway Charges: Samaaro offered the industry’s lowest payment gateway charges, reducing the fees from 7% to 4%. This cost reduction significantly benefited TEDx Hyderabad’s budget for the event, allowing them to allocate funds more effectively to other event-related expenses.
Integration of Indian Payment Methods: The incorporation of Indian payment options such as UPI and Rupay further enhanced convenience for event attendees. This localization of payment methods catered to the preferences of the Indian audience, making ticket purchasing easier and more accessible.
Registration Form Integration to Client’s Native Website: Additionally, Samaaro facilitated registration form integration on TEDx Hyderabad’s native event website, achieved through an iFrame. This seamless integration allowed attendees to register for the event without leaving the event website, enhancing the user experience.
2. Coupon Codes, Discounts & Registration Tracking
TEDx sought to improve the attendee experience and make their events more accessible by introducing versatile coupon code options, group discounts, and bulk ticket purchases. Samaaro played a crucial role in this endeavour by providing TEDx with the ability to generate an infinite number of unique coupon codes and discount structures. Using this tool, TEDx was able to create a total of 136 exclusive coupon codes, including both multi-use and single-use variants. This strategy effectively accommodated the attendees’ diverse preferences while simultaneously streamlining the registration process. This feature accelerated the process for organisations to purchase tickets, reducing administrative burdens and ensuring a hassle-free experience.
The challenge they encountered when monitoring registration on a coupon-by-coupon basis was successfully addressed by the solution provided by Samaaro, which recorded the registrations associated with each coupon. This allowed them to determine which codes were most effective at attracting participants, allowing for more efficient allocation of resources for future events.
Samaaro’s coupon code and discount system contributed significantly to the success of TEDx Hyderabad Ignite by providing convenience, enhancing reporting and monitoring capabilities, and promoting group attendance.
3. Event Marketing
To ensure a seamless and engaging experience for attendees, Samaaro took the initiative by implementing a comprehensive strategy that included over 40K targeted communications delivered via channels such as WhatsApp, SMS and email.
The event communication and updates were sent to the registered attendees automatically through the main admin dashboard. In addition to communicating information, this concerted effort aimed to foster a sense of community and anticipation for the event. In doing so, TEDx Hyderabad not only optimised registration numbers, but also fostered a deeper connection with its audience, ultimately enhancing the event experience.
Event Gallery
Conclusion:
With the assistance of Samaaro, TEDx Hyderabad was able to overcome its challenges and increase the success of its event. Samaaro’s comprehensive ticketing system facilitated registration, incorporated Indian payment options, and reduced expenses. Flexible discount codes and coupons increased group attendance and resource allocation. Samaaro’s event marketing strategy via WhatsApp and email optimised registration and attendee engagement while fostering a sense of community.
The outcomes were 1,250+ registrations, 136+ unique coupon types, a check-in duration of 75 minutes, and 40,000+ communications for a seamless experience for attendees. This partnership exemplifies how innovation with dedication can enhance event management, resulting in memorable and enduring experiences.
Are you ready to transform your next event? Discover how Samaaro’s cutting-edge event technology platform can enhance engagement, streamline attendance tracking, and boost sponsor engagement. Contact us today to learn more and schedule a demo.
Event Ticketing & Payment – Rotary Club of Durgapur
The Rotary Club of Durgapur Smart City, a collective of Thinkers, Enablers, and Doers committed to serving humanity, orchestrated a cruise event aimed at providing entertainment and fostering fellowship, culminating with a delightful dinner.
Industry
Non –Profit Organization
Solutions Used
Event Ticketing, Event Landing Page, Payments
Thanks to Samaaro, choosing their Registration & Ticketing Software was a decision that undoubtedly contributed to the success of our event registration! As someone who registered myself, I can confidently say that this platform provided the smoothest and easiest registration process I’ve ever encountered. The simplicity and efficiency of the system made the entire experience hassle-free.
– Rotary Club Representative
Client Challenges
In an era when event technology is thriving in the event industry, it has become necessary for every organisation to incorporate event technology into its planning processes. This not only increases attendee engagement, but also provides organisers with valuable ROI analytics and enhanced security measures.
The Rotary Club of Durgapur had been utilizing ticketing systems previously, but they were not suitable for the complexity of their events. They were in search of an event-specific ticketing solution that could leverage technology to manage their diverse range of events while offering customizability. Their focus was on integrating event technology to streamline the ticketing and registration process, including online payment gateways. Their requirements encompassed a variety of ticketing choices and the ability to tailor the system to their needs. In response, Samaaro stepped in and provided an exceptional registration and ticketing system, effectively addressing the club’s specific needs.
Samaaro’s Solution
By leveraging Samaaro’s event technology solutions, the Rotary Club was able to enhance attendee experience, streamline event management, and achieve impressive results.
1. Event Landing Page
Samaaro assisted event organizers in creating captivating and user-friendly event websites. The landing pages were designed to be adaptable, aligning with the event’s theme, branding, and desired aesthetic. This provided event organizers with the opportunity to present a visually appealing introduction to their attendees. The flexibility to personalize every element of the landing page empowered event organizers to craft an immersive experience that harmonized with the distinct ambiance of the event.
2. Event Ticketing
The event ticketing solution provided by Samaaro was adaptable and customizable. Depending on the event’s structure and audience, organisers were able to select from a variety of ticket categories. By offering various ticket categories, such as general admission, VIP, and early bird, event organisers had the option accommodate the preferences of a wide range of attendees.
For Rotary club, two ticket types were created: “Rtn” for Rotarians, spouses, and Rotaract members, and “Rotarlet” – discounted tickets for all their Rotarylets. Moreover, Samaaro’s support for coupon codes enabled event organisers to implement promotional campaigns, discounts, or special offers, thereby increasing the appeal of ticket purchases. This level of customization in ticketing allowed event organisers to maximise revenue generation and accommodate diverse segments of attendees.
3. Payment Gateway
Recognizing the importance of secure and seamless payment processing for event organizers, Samaaro understood the value of incorporating safe transactions. By integrating a reliable payment gateway, the platform ensured that participants could conveniently acquire event tickets or merchandise using UPI Payments and Rupay Cards. This payment method reassured attendees and organizers alike, eliminating concerns about data breaches or fraudulent activities. Such a secure payment infrastructure not only enhanced the overall user experience during registration and payment but also instilled a sense of trust and confidence in the entire process.
4. Registration Data (Reports for Organizers)
During the purchasing of the tickets, Samaaro’s registration data solution collected pertinent information. The information included demographics of attendees, categories of tickets purchased, geographical distribution of attendees, and more. Organisers obtain insights that influenced event planning, marketing strategies, and future improvements by generating comprehensive reports based on these registration data. These reports enabled event planners to tailor their events to the preferences and expectations of their intended audience.
Event Gallery
Results
The implementation of an event technology platform for an in-person event yielded impressive results, including:
Registration: The event witnessed 400+ Registrations under 2 weeks
Payment: The payments were processed within 2 seconds, making the registration and payment process very easy
ROI: The event saw an ROI of 10%
Conclusion
In conclusion, the event organised by the Rotary Club of Durgapur Smart City with the aid of Samaaro’s event technology solutions yielded overwhelmingly positive results. The club attained extraordinary registration numbers, streamlined payment processing, and valuable attendee insights. This partnership not only ensured the success of the cruise event, but also paved the way for future events to be more effective and engaging.
Are you ready to transform your next event? Discover how Samaaro’s cutting-edge event technology platform can enhance engagement, streamline attendance tracking, and boost sponsor engagement. Contact us today to learn more and schedule a demo.