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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.
Event Gallery
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.
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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.
The Indian Space Research Organisation (ISRO)
The Indian Space Research Organisation (ISRO), India’s space agency, recently organized SMOPS-2023: International Conference on Spacecraft Mission Operations. The primary objective of this conference was to bring together global space leaders and permit the exchange of ideas on current technology and the issues they present.
Industry
Government Organization
Solutions Used
Ticketing and Check-in, 2D Platform, Event Marketing, Online Certificates
We had a truly fantastic experience with Samaaro. The team demonstrated extensive knowledge about event organization and seamlessly guided us through the entire process. They developed an excellent dashboard and screen workflow, providing clear explanations to both organizers and the operating team. Notably, we encountered no technical issues, making the experience even more enjoyable.
– ISRO
Client Challenges:
While planning the conference, ISRO have various concerns and were looking for an event technology platform to make an event a memorable experience.
- Registration – The reliance on manual event execution burdened organisers with redundant paper-based registration and administrative processes and resulted in time-consuming tasks.
- Data Tracking – The inability of attendees to make well-informed decisions regarding their time utilisation was hampered by a lack of publicly available event information online or on the conference platform. The organisers aimed to improve their event monitoring system by utilising cutting-edge technology to collect specific attendee information and properly monitor all event parameters.
- Certificates – Another problem was streamlining the process of issuing certificates to conference attendees at the end of the event.
By addressing these challenges and embracing technology-driven solutions, the SMOPS-2023 conference wanted to elevate its effectiveness and maximize the benefits for all stakeholders involved. The ultimate goal was to create a seamless and dynamic environment that fosters collaboration and encouraged knowledge sharing.
Samaaro’s Solution:
- Registration & Seamless QR Check-in
The transition from traditional paper-based registrations to a fully online system improved the registration process, significantly streamlining and enhancing efficiency. Within a span of 45 minutes, the event achieved over 800 successful registrations by utilizing Samaaro’s registration and ticketing solutions. Samaaro managed several on-site registrations through the dashboard, making the registration process smooth. VVIP guests and press members were given the opportunity to pre-register via the dashboard.
After users completed their registration, a unique QR code was sent to them via email, along with login instructions for the mobile platform which ensured quick and efficient communication. Furthermore, the same details were communicated through SMS and WhatsApp messages.
Upon arrival at the venue, attendees could display their QR codes either by logging into the platform or presenting the email containing the code at the check-in counter. When the QR code was successfully scanned, the registration administrator could view the attendee’s role (e.g., general attendee, VVIP, or press), and a customized display badge was printed accordingly. A successful check-in triggered an SMS and WhatsApp communication to the users, informing them to collect their welcome kits from the next counter by scanning the same QR code. The same process was repeated for day 2.
Samaaro introduced a new feature, namely inventory management. ISRO faced a challenge of distributing jackets to all attendees, considering the various sizes involved. To simplify the process, Samaaro included a link in the registration email, enabling ISRO to collect size data efficiently.
All data related to registrations, check-ins (for both days), and welcome kits was accessible in real-time and downloadable reports were provided.
2. 2D Platform / Mobile Web Application
Samaaro provided the organizers with an event mobile app that featured an OTP-based login system. Attendees could conveniently log in by entering their email ID or mobile number, granting them access to explore various aspects of the event. The platform encompassed comprehensive information, including details about exhibitors and agendas. Upon logging in the platform, users were presented with an event overview, offering a holistic view of the event. Here’s a list of all the functions on the mobile app.
Agenda: In agenda, attendees could access a day-wise schedule. The sessions were categorized based on the halls, with live sessions highlighted for easy identification. Clicking on a particular session would provide additional information, such as session description, speaker(s) details, and a guide map for the specific sessions.
Q&A: The Q&A functionality was intentionally crafted to be user-friendly, ensuring a seamless experience for both attendees and moderators. Its implementation was highly successful, allowing participants to submit questions while enabling moderators to effortlessly access them through the convenient moderator dashboard. The dashboard effectively showcased all the questions posed by attendees, empowering moderators to filter and present them to the speakers.
Exhibition Hall: The showcase tab provided a comprehensive list of sponsors and exhibitors participating in the event. The list was organized according to the organizers’ preferences and featured up to 12 exhibitors. When a visitor clicked on any exhibitor, the following elements was available:
- A detailed profile of the exhibitor with an overview of the company.
- A resource center to access all the documents
- A product gallery to list products
- Additional functions such as social media handles & “meet our team”.
- The showcase also had multiple actions that will help the attendees reach out to the exhibitors of their choice via functions such as “submit query”, “schedule meeting” and “call/email representatives.” These insights came out handy for all the exhibitors as it included detailed information about the number of visitors who accessed their digital booths, the documents and products that were viewed, and the inquiries they received. By analysing these metrics, sponsors gained a comprehensive understanding of the level of engagement and interest generated by their presence at the event.
Networking: Any successful event is measured with the connections made during the event. Well, the platform offered a feature where you could capture and remember the faces that leave a lasting impression. You can utilize the “My Connections” feature to scan and save the contact details of individuals you found inspiring and insightful. Over 1000 networking connections were made during the three-day conference.
Feedback: Attendees were given an interactive section that included a customised tab with multiple question styles such as star ratings, drop-down options, and text-based replies. This page made it simple for participants to share their experiences and offer vital feedback on the event.
Event Notifications: Attendees could easily view all real-time notifications issued by the organisers. This page functioned as a major centre for guests to remain up to current on essential changes about seminars, lunch arrangements, and other event-related activities.
3. Event Marketing
Push Notifications: Samaaro empowered organizers with unlimited push notifications on the web UI, a crucial aspect of event marketing. Organizers could send notifications to all attendees with active logins, ensuring easy access to these updates through the notifications tab.
SMS Notifications: Organizers were granted the ability to send SMS notifications to event attendees for various event-related activities. Samaaro offered up to 10,000 SMS credits, which covered registration SMSs and other important announcements.
Email Notifications:
Samaaro enabled organizers to send email notifications to event attendees, keeping them informed about event-related activities. Up to 10,000 email credits were provided, covering registration emails and other significant announcements.
4. Add Ons
Certificates: Following the event, participants had the option to obtain a “Certificate of Participation.” These certificates can be either printed for individual attendees or delivered via email.
Event Gallery
Conclusion:
Samaaro’s tailored solutions successfully addressed The Indian Space Research Organisation (ISROs) challenges, providing a comprehensive and user-friendly platform that streamlined operations, enhanced attendee experiences, and delivered exceptional results. Through innovative features and seamless integration, Samaaro enabled ISRO to successfully register and provide details of the event to attendees in their events, establishing a strong foundation for future growth and success.
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.
Tech Talk Summits
TechTalk Summits hosts networking events for IT professionals to gather and engage in face-to-face networking events, addressing mission-critical issues and exploring transformative technologies, ensuring data security and empowering organizations for the future.
Industry: Event Organizer (Networking Events For IT Professionals)
Solutions Used: Guest Management, RSVPs, Communication Automation, Check-ins, Attendance Tracking & Feedback Collection
Samaaro has made a big difference in how we run our events. Their platform has made it much easier to communicate with guests, manage RSVPs, and check people in. We’re really happy with the results and want to keep working together.
– Tech Talk Summits
Client Challenges:
TechTalk Summits, a specialized organization hosting over 200 in-person events annually, caters to IT decision-makers and influencers, aiming to facilitate connections between solution providers and technology decision-makers. However, Tech Talk Summits encountered significant operational challenges that necessitated effective solutions.
- Disparate Event Technology Stack
The client relied on a patchwork of event technology solutions to manage different aspects of their events. It included ON24 for the virtual component, Google Forms for RSVPs and excel sheets for attendance tracking & meetings calendar. These platforms could not provide the level of customization and flexibility the clients sought, and the fragmented approach hindered efficiency and customization.
- Manual and Time-Consuming Processes
Creating new events, integrating them across multiple platforms, and managing tasks like check-ins, attendance tracking, surveys, and feedback manually proved to be time-consuming and error prone due to the large-scale nature of their operations.
- Email Delivery Challenges
Email delivery issues hindered event turnout and follow-up efforts. Many attendees reported that the crucial emails containing registration details and QR codes ended up in spam folders, leading to a significant drop in attendance. This not only impacted event turnout but also made post-event follow-ups challenging due to missing contact information.
- Limited Data Insights
The lack of a unified platform prevented the client from effectively collecting, analyzing, and utilizing data to inform decision-making and improve event performance.
- Lack of Personalization
The inability to deliver personalized experiences based on attendee data hindered engagement and satisfaction.
1774+
Leads Generated
Leads Generated
500+
Survey Collected
Survey Collected
1800+
Attendee Participation
Attendee Participation
700+
Polls Published
Polls Published
Samaaro’s Solution:
Since TTS had such a unique problem, we decided to make them an end-to-end solution that was tailored to their specific needs. The mission was to streamline TTS’s operations and offer them tech solutions that got the job done, without extensive manual labour while making the whole platform very easy to use.
Since the client did not want the complicacy of dealing with various tech solutions, we figured out a way to integrate all of their events into one unified dashboard. This is how we helped TTS:
1. Super Admin Dashboard:
The Super Admin Dashboard played a crucial role in consolidating all the events updated on TTS website into a single, centralized platform. This was achieved through the implementation of various customized API plug-ins that seamlessly fetched all the relevant data from the client’s website and presented it within the dashboard. By simply clicking a button, the super admin gained instant access to all the event information, eliminating the need for manual data entry and the creation of new events.
Moreover, the super admin had the ability to assign sub—admins or hosts to each event, ensuring effective delegation of responsibilities. In addition to managing event assignments, the super admin had full visibility into all events, allowing them to view and interact with any event’s dashboard just as sub-admins or host would. This comprehensive perspective also included the ability to see the event from a visitor’s point of view, enabling the super admin to assess the attendee experience.
Furthermore, the Super Admin Dashboard facilitated seamless synchronization of information, such as event agendas, across all events. Once an agenda was updated on TTS’s website, the super admin could easily sync this information across all relevant events, ensuring consistency and up-to-date event details.
Overall, the Super Admin Dashboard provided Tech Talk Summits with a powerful tool to manage and oversee their events effectively, streamlining data management processes, enabling efficient delegation, and offering comprehensive visibility into event operations.
2. Sub – Admin Dashboard:
The sub-admin dashboard provided a comprehensive overview of the event that was assigned to them, offering convenient access to various important features. They had access to the registrations & attendance data graph, which allowed them to track and analyze the number of attendees and registrations in real-time. Additionally, the dashboard provided a QR connection feature, enabling efficient and seamless check-ins for participants.
The sub-admins also had control over exhibition management, ensuring smooth coordination and organization of the event’s exhibits. Moreover, the dashboard offered engaging features such as polls, surveys, and quizzes, enabling sub-admins to interact with attendees and gather valuable feedback.
Lastly, they oversaw the reception, ensuring that participants were welcomed and guided throughout the event. Overall, the sub-admin dashboard served as a powerful tool for effective event management and engagement.
3. Host Event List:
The Host Event List feature provided a centralized space for each sub-admin to view the events they were assigned to. Admins could easily access the specific event dashboard from this list, streamlining their workflow and ensuring efficient event management. The list also displayed the status of each event, indicating whether it was completed, ongoing, or upcoming. By providing a comprehensive and organized view of assigned events, the Host Event List feature enabled admins to stay on top of their responsibilities and effectively coordinate with the rest of the event team.
4. Sponsor Management:
To enhance convenience for clients and streamline sponsor engagement, Samaaro introduced a remarkable feature called Exhibitor Management. Given that the client organizes more than 200 events annually, creating and integrating separate digital booths for each sponsor became a tedious task. To address this issue, Samaaro offered a unique solution known as the “Event Exhibitor Key”.
All digital booths were created on Samaaro’s lead management solution called Showcase. Whenever the client desired to showcase a specific sponsor, example – Google, they simply had to access Showcase, copy the event exhibitor key, and paste it into the sponsor section of the sub-admin dashboard.
The digital booth itself encompassed a wide range of features to cater to the sponsor’s needs. It provided a personalized digital booth for the sponsor, equipped with robust analytics dashboards and a distinctive lead capture solution. This comprehensive approach ensured that sponsors had all the tools necessary to make the most of their participation in the event. By offering this integrated and efficient sponsor exhibitor management system, Samaaro made it easier for clients to manage sponsors while delivering an exceptional experience for both sponsors and event attendees.
Now coming to the attendees, a range of features were developed to help attendee navigate the in-person event while providing easy to use platform.
5. Efficient Check-ins and Attendance Tracking:
Samaaro provided efficient check-in and attendance tracking capabilities through the implementation of QR code-based features. Attendees were able to conveniently check-in to events using their mobile devices, eliminating the need for cumbersome manual processes. This not only saved time but also enhanced the overall attendee experience.
Additionally, the QR code functionality served as a digital business card, allowing participants to easily exchange contact information with each other. Thereby streamlining networking and fostering seamless connections among event participants.
Moreover, organizers could monitor attendance data in real-time, gaining valuable insights into the number of attendees present at any given moment. This ensured accurate reporting and allowed organizers to effectively manage event logistics and resources.
6. Mobile Web Application:
Samaaro developed a mobile web application specifically for event attendees, providing them with an app-like experience without the need to download any additional software. This user-friendly application included various essential features to enhance the attendee experience.
- Firstly, it offered an agenda section, allowing attendees to access the event schedule and plan their participation accordingly.
- Additionally, a dedicated space was allocated for sponsor booths, enabling attendees to inquire about products or services and even schedule calls directly with the exhibitors, fostering meaningful interactions.
- The mobile web application also incorporated an engagement section where polls, Q&A sessions, and surveys were pushed to actively involve attendees. Notably, surveys were strategically placed between sessions rather than at the end of the event. This approach allowed for timely feedback and ensured that attendees’ thoughts and opinions were captured while the content was fresh in their minds. Moreover, the Q&A section, monitored by the sub-admin throughout the event, encouraged participation from individuals who may feel hesitant to ask questions in person. Attendees could comfortably write their queries in the Q&A section, ensuring that everyone had an opportunity to engage in the event without any reservations.
- Furthermore, the application included a QR code feature, providing attendees with a convenient way to access various event-related information or digital content by simply scanning the codes. This streamlined the process of accessing additional resources and made it easier for attendees to navigate the event offerings.
7. Automated Communication:
Samaaro adopted a multi-channel communication strategy to maximize invitation reach and engagement. By sending event invitations via email, WhatsApp, and SMS, we ensured that attendees received timely notifications regardless of their preferred communication method. This omnichannel approach significantly reduced the risk of invitations being filtered as spam. Furthermore, providing attendees with QR codes streamlined the check-in process, reducing wait times and enhancing overall event efficiency.
Results:
By implementing Samaaro’s event management solution, the client experienced significant improvements across key performance indicators, including:
- Boosted Attendance: With highly personalized RSVPs and automated reminders, TechTalk Summits was able to boost attendance by more than 15%.
- Better NPS Score: With higher levels of personalized experience empowered by Samaaro’s tailored RSVP forms and audience segmentation, the feedback rating improved by 8%.
- Built for scalability: With an integration with their Hubspot CRM, Samaaro has enabled TechTalk Summits to categorize their audience better and make their event campaigns more targeted.
- Better Future Event Optimization: The analytics dashboard empowered the client to make data-driven decisions, transforming event planning from intuition to insight. By providing actionable intelligence on attendee behavior and preferences, the platform optimized resource allocation and enhanced overall event strategy.
Conclusion:
The partnership between TechTalk Summits and Samaaro proved transformative, elevating event management to new heights. By streamlining operations, enhancing attendee experiences, and unlocking the power of data, Samaaro empowered the client to achieve unprecedented success in their events. This collaboration serves as a testament to the potential of technology to drive event excellence.
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 Book a Demo.
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.
A Virtual Product Launch Case Study
A Virtual Product Launch Case Study
Here is a perfect example of a fully branded virtual product launch event. It was hosted on the occasion of a new product launch in Myanmar. The organization’s employees, brand representatives, retailers and business partners participated in this one-day virtual product launch event.
Project Info:
Client: Peach Marketing
Category: Virtual Product Launch
Date: 15th Jan 2022
Challenges :
- As this was catered to a Myanmarese audience, the client wanted a bilingual platform.
- The organizers requested a separate feature through which they can invite specific attendees to join a meeting.
- The client wanted a custom-designed VR-enabled 3D stage in the auditorium.
Solutions :
A customized landing page was created with the list of speakers, hosts and organizers along with a detailed schedule. The event-agenda was made available in both English and Burmese.
Two separate login portals were available for attendees. Retailers and internal employees were allowed to log in by entering their employee/retailer code. Whereas, for other attendees, a separate registration page was created where they could register with their names and email ids. Afterwards, they could login with their registered email id.
A separate gateway was opened for the organizers to invite particular attendees to a meeting directly from the moderator dashboard. That particular attendee was given the option of joining via a pop-up notification.
To make the virtual product launch session more exciting, a VR-enabled 3D stage was added in the auditorium where the presenter’s VR persona was rendered in real-time. Attendees were enabled to react through emoticons. Furthermore, attendees could participate in quizzes & polls which were available in the local language.
A dynamic exhibitor booth was designed with pre-recorded videos added on the booth. Downloadable resources such as documents, images & videos were available in the resource center.
To keep the audience engaged, a lot of fun activities were also added. Attendees could click selfies and share it directly on social media channels from the selfie booth. Moreover, for entertainment purpose, a separate gaming arena was added.
Results:
- The virtual product launch received 700+ registrations within a quick span of time.
- More than 400 attendees directly joined the event and a high engagement was noticed throughout the event.
- Virtual lobby & auditorium received the highest number of attendees.
2021 Annual PCOS Summit
2021 Annual PCOS Summit
The PCOS Summit 2021 was India’s first ever summit hosted by PCOS CLUB INDIA on PCOS, wherein health practitioners were helping people with PCOS with their treatments, clinical researchers were looking to understand the latest research on PCOS and local/regional communities were disseminating information about PCOS or individuals/institutions who want to increase their awareness about PCOS.
Project Info:
Client: PCOS CLUB INDIA
Category: Virtual Conference
Date: 18-19 September 2021
Challenges:
PCOS CLUB INDIA wanted to host the first ever Annual ‘PCOS SUMMIT 2021’, a 2-Day Virtual Conference hosted by with a mission to:
- Increase awareness of, & education about, PCOS among the general public, menstruators & healthcare professionals.
- Improve diagnosis and treatment of the disorder.
- Improve quality of life and outcomes for people with PCOS.
- Promote the need for further research, improved treatment & care options,
- Acknowledge the struggles affecting all women and girls afflicted with PCOS.
- Urge medical researchers and healthcare professionals to advance their understanding of PCOS to research, diagnose, and provide assistance to menstruators with PCOS.
Solutions
A highly customized Welcome Lobby with a nav bar was available for users to navigate to different spaces of the event.
A powerful Auditorium with various features like live Q&As and Polls was available. This helped the speakers deliver speeches effectively and communicate with the audience.
A help-desk, with an expert chat feature, was available for attendees to reach out to for any queries. The help desk created a direct line of communication between attendees and the organizers.
Lastly, a Sponsors Lounge with special offers and coupon codes for various products was available during the event.
Result
- 200+ experts participated over the course of 2 days
- 20+ sponsors participated during the event
- 500+ registrations were received
- Various activities like game nights were also organized.
- The event received national coverage, including in The Hindu newspaper.
Client Feedback
“Thanks to Samaaro, we hosted India’s first event pcos summit, during which we were able to spread awareness on PCOS and bring global experts on one platform and hold discussions.”
–PCOS Club India
CSAMM Annual Congress – A Hybrid Summit Case Study
CSAMM Annual Congress – A Hybrid Medical Conference
Academy of Medicine, Malaysia, and the College of Surgeons jointly hosted the 48th Annual CSAMM Scientific Congress. Their annual networking and gathering for these congresses took a break at the beginning of 2020 because of COVID-19. After hosting a virtual scientific meeting In 2021, this year the organizers decided to host the congress in the hybrid medium to extend the benefit to overseas attendees joining from other prestigious institutions such as the Royal College of Surgeons of Edinburgh, the Royal College of Surgeons of Ireland, and the College of Surgeons of Indonesia. Participants had the option of joining in the physical venue or virtually on Samaaro. In this case study, we’ll take you through the event objectives, initial challenges, and the solutions we provided.
Project Info:
Organizers: College of Surgeons, Malaysia, and Academy of Medicine
Category: Hybrid Conference
Date: 26th-28th August
Challenges:
- As they were expecting international participants, different payment gateway integrations were required for a smooth and hassle-free registration process.
- Providing an interconnected event to on-site and remote attendees was a major concern for the organizers.
- Lag-free and high-quality live streaming of the sessions was a must for ensuring a seamless event experience.
- The organizers wanted to establish a two-way communication channel between speakers and attendees to make the sessions more interactive and collaborative.
- Leading pharma companies such as Ethicon, Pfizer, and Roche were sponsors of the event. Enabling lead generation opportunities for sponsors was a priority for the organizers.
- Lastly, similar to in-person events, they wanted to offer CPD points and e-certificates in the hybrid conference as well.
Solutions:
Custom Landing Page and Event Registrations
A dedicated event landing page was created with custom domain hosting to drive interest and hike up registrations. The landing page offered the most important details of the event such as an overview of the agenda, schedule, speakers, sponsors, location, time was made available on the page. For faster check-outs and ensuring successful transactions, various payment gateways were integrated into the registration page.
Virtual Lobby
A custom-themed virtual lobby was designed to welcome the attendees to the conference. All the relevant event-related information such as the program book, program souvenirs, and organizing committee members were made available in the lobby.
Dedicated spaces were available inside the lobby to showcase the sponsors involved in the event. Clickable banners enabled the organizers to drive more footfalls to exhibitor booths.
An info desk was also placed in the lobby. Attendees could get in touch with the organizing committee members from the info desk.
Exhibitor Wall & Exhibitor Booths
Leading pharma companies such as Ethicon, Pfizer, and Roche participated as exhibitors at the conference. Exhibitors had complete control over their booth’s design. DIY boothmaker enabled them to change the colors, add logos, and upload banners with a few clicks. Exhibitors could add multiple booth representatives for efficient management.
The product gallery was also incorporated inside the booths. Exhibitors could add product videos, demos, images, and necessary information for each product. Visitors were allowed to submit any queries to the team while checking out the products.
Each booth was equipped with a meeting scheduler. Participants could get in touch with the exhibitor’s team and book a meeting instantly.
The exhibitor dashboard offered them real-time data and insights to measure booth performance, keep a track on the leads generated and assign scores to leads.
Conference Halls
The three-day hybrid conference had multiple sessions on the agenda. The Auditoriums served as the main stages for the event. Three conference rooms were added to the platform for hosting parallel sessions. Proceedings from the on-site sessions were streamed live inside the auditoriums.
To make the session livelier and engaging for the virtual attendees, a Q&A box was added. The Q&A feature enabled virtual attendees to interact with speakers. They used this opportunity to ask questions, clear doubts, and discuss solutions. Closed captions were also available to make the sessions more inclusive and accessible to overseas attendees.
Moreover, the live reaction feature enabled attendees to express themselves via emoticons.
E-poster Presentations & E-certificates
At any academic conference, attendees look forward to the opportunity to share their latest research with peers and receive feedback from them. The organizers wanted to offer the same opportunity to remote attendees.
We designed a separate space for poster presentations. The look and feel of poster boards for in-person conferences were retained. Attendees were allowed view and save the posters in virtual swag bags for visiting later. They were also allowed to download the posters.
Attendees received an e-certificate and CPD points for participating in the conference. Researchers who presented papers and e-posters, received a certificate of appreciation from the organizers. The analytics dashboard helped the organizers calculate CPD points based on how much time each attendee has spent on the platform.
Results
- The event received 818 registrations with an attendee turnout rate of over 87%.
- 326 documents were downloaded from exhibitor booths with 85 videos watched.
- Around 150 connections were made during the three-day conference.
- Total 315 attendees filled up the feedback form. Attendee satisfaction rate was over 95%.
Conclusion
We hope that the hybrid conference case study has offered you some actionable insights. For more in-depth discussion and suggestions, get in touch with us for an expert chat. Samaaro is an award-winning virtual events platform helping clients host successful virtual and hybrid events and reach their business goals. Book a free personalized demo tour today.
