Streamlining Global Internal Events for Apex Group: 85% Faster Setup, 33% Better Engagement 

Overview

Apex Group, a global financial services provider, hosts multiple internal events annually across its international offices. These events are thoughtfully designed to deepen employee engagement, strengthen leadership alignment, and foster a unified company culture. From high-impact senior management conferences to focused initiatives like the women accelerating network (WAN), each event is a platform for internal connection, learning, and alignment with company goals.

Apex Group also leverages flagship events and formal galas, held in key locations like Dubai, Switzerland and London, not only to bring people together but also to reinforce brand values, showcase thought leadership, and support key causes.

Industry

Financial services industry, internal events.

Solutions Used

Centralized super admin dashboard, event set up & automated RSVPs, dedicated event landing page, mobile app, activity booking.

Did you know that companies with strong internal event programs report up to 87% higher employee engagement?

But running such programs at a global scale, across functions, regions, and formats, can get overwhelming. That’s exactly the challenge Apex Group faced.

As a leading global financial services provider, Apex Group runs multiple internal events each year, from high-level leadership conferences to focused forums like the women accelerating network (WAN). These gatherings are pivotal in reinforcing the company’s culture, boosting collaboration, and aligning teams across continents. However, managing a wide-ranging event calendar without a centralized system led to mounting operational complexity.

The challenge: Diverse events, disjointed operations

Despite a clear vision for internal engagement, Apex Group struggled with fragmented execution due to:

1. Inconsistent workflows across regions

Different teams in different geographies were planning events in silos. A flagship summit in Dubai had vastly different requirements than a networking gala in London or a WAN session in Singapore.

2. Rigid tools, limited flexibility

Traditional platforms didn’t support the customization required, some events needed rsvp-based access, others required approvals, activity booking, or travel itineraries. No one system could do it all.

3. Manual communication & guest management

From sending RSVPs to tracking who attended what, everything was manual, resulting in high turnaround times, repetitive emails, and inconsistent guest experiences.

The solution: A modular, centralized event framework by Samaaro

To solve for scale without sacrificing personalization, Samaaro deployed a fully configurable platform tailored to Apex Group’s global event needs.

Key components of the solution:

Modular event setup

  • Teams could select a format (gala, WAN, SMC, flagship, etc.)
  • Only relevant features appeared, making setup faster and more intuitive.

Custom registration workflows

  • Rsvp-based or approval-based workflows.
  • Attendee data capture including payment preferences and internal verifications.

Onsite & badge solutions 

  • Eco-friendly, custom badges. 
  • Onsite check-ins and badge printing streamlined arrival experiences. 

Branded mobile app

  • Personalized app view for each attendee. 
  • Real-time notifications, session reminders, and agenda management. 

Communication automation

  • Dynamic email triggers for confirmations, updates, and reminders.
  • Central dashboard to manage documents, workshop details, and communications.

Activity booking & itinerary management

  • Guests could book activities and view their entire travel plan within the app.

Results that spoke for themselves

85% reduction in
event setup time

65% boost in
reporting efficiency with centralized dashboards

33% increase in
RSVP response rates due to automated communication

15% lift in
event promoter scores  

Real impact in action

Before partnering with Samaaro, Apex teams often had to manually chase confirmations and juggle spreadsheets to manage guest flows across events. Today, whether it’s an SMC in Malaysia or a gala dinner in Switzerland, the process is streamlined, from approvals and itineraries to access control and engagement.

Before partnering with Samaaro, apex teams often had to manually chase confirmations and juggle spreadsheets to manage guest flows across events. Today, whether it’s an SMC in Malaysia or a gala dinner in Switzerland, the process is streamlined, from approvals and itineraries to access control and engagement.

A Moment That Captured the Shift

Previously, during event days, the IBEForuM team would be stuck in a backroom
with lists of unverified attendees, scrambling to confirm eligibility.
Now? One team member shared:
“We could approve 100+ registrations in minutes, and the QR-based access
made sure people only went where they were supposed to. No more stress,
no more crowding.”

Previously, during event days, the IBEForuM team would be stuck in a backroom with lists of unverified attendees, scrambling to confirm eligibility.
Now? One team member shared:
“We could approve 100+ registrations in minutes, and the QR-based access made sure people only went where they were supposed to. No more stress,no more crowding.”

Bigger picture: The shift toward scalable internal engagement

As enterprises recognize the ROI of internal events, there’s growing demand for systems that can flex across formats while maintaining brand consistency. Apex Group’s transformation showcases how the right tech can enable high-impact, people-first experiences without adding operational strain.

Conclusion: From fragmented to future-ready

By adopting Samaaro’s modular event platform, Apex Group successfully centralized its global event operations, making them faster, smarter, and more scalable. The result? A consistent, high-quality experience for employees and leadership alike, without compromising on personalization.

Want to simplify your internal events, without losing the magic?

Let’s talk.

 
Samaaro

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.

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