Samaaro is an all-in-one event technology company that offers a comprehensive suite of event management solutions to help event organisers streamline operations, boost attendee engagement and maximise ROI of their events.
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!
