Transforming Public Policy Events at Scale: How Samaaro Powered a 15,000+ Attendee Circular Economy Forum 

With senior government officials, diplomats, industry leaders, and media attending, the event’s success hinged on three core challenges:

1. Secure, category-specific registration

Because of the high-profile nature of the event, it was essential to ensure that only eligible participants gained in-person access. But with thousands expected to register, verifying the identity of each attendee became a major challenge. There needed to be a way to collect valid ID documents and confirm them before allowing participation, without slowing down the registration process or compromising security.

2. Multi-layered attendee management

The event brought together a wide mix of participants, ministers, embassy delegates, municipal officers, private sector professionals, and media. Each group had different roles at the event and needed different levels of access. For example, some sessions were only open to specific government officials, while others were meant for public or media viewing. Managing these distinctions at scale, and being able to visually identify who was who from a distance, was critical to ensuring both flow and security at the venue,

3. Seamless multi-session virtual streaming

With more than 15,000 total registrations expected, a hybrid format, and 7–8 concurrent sessions happening over three days, delivering a smooth experience for both in-person and virtual attendees was a logistical challenge. Coordinating content delivery, audience engagement, and access control across multiple formats required a highly adaptable solution.