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Key Takeaways(TL;DR)
1
The Problem:
Running a sustainability event the conventional way, on paper lists and printed badges, would work against the very message the day was meant to carry.
Running a sustainability event the conventional way, on paper lists and printed badges, would work against the very message the day was meant to carry.
2
The Fix:
Samaaro moved invitations, confirmations, and check-ins onto guests’ phones with QR codes by email and WhatsApp.
Samaaro moved invitations, confirmations, and check-ins onto guests’ phones with QR codes by email and WhatsApp.
3
The Payoff:
The event ran completely paperless and stood up in under a week, with all ~200 guests verified beforehand.
The event ran completely paperless and stood up in under a week, with all ~200 guests verified beforehand.
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Bottom Line: When an event is about sustainability, paperless check-in lets the experience on the ground match the message on stage.
Overview
TVS Motor Company, a flagship company of the TVS Group and one of India’s biggest producers of two-wheelers and three-wheelers, is motivated by a vision of cleaner, smarter mobility. Beyond mobility, it is a major voice on sustainability, bringing together leaders from business, government, academia, and civil society to drive the agenda on climate and sustainable growth through about eight invite-only gatherings annually.
Industry
Automotive manufacturing (two-wheelers and three-wheelers)
Solutions Used
Event Landing Page, Email and WhatsApp Communications, QR- Based Check-in and Access Control, On-Site Walk-in Registration, Reports and Analytics
Did You Know ? A single 1,000-attendee conference can generate around 25 kilograms of plastic from event badges alone, and almost none of it is ever recycled.
For a company hosting a day dedicated to the environment, TVS wanted the event itself to reflect that commitment, right down to how guests were registered and welcomed. So the conventional paper-and-badge approach was off the table from the start.
The Challenge
- Raising the bar for how events are run – As a company that leads on sustainability, TVS wanted its World Environment Day gathering to set an example in how it was run, not just in what was discussed. The vision was a fully digital guest experience, modern, effortless, and true to the spirit of the day, and TVS sought a partner who could bring it to life.
- Command over every detail of a high-profile day – With senior leaders from industry, government, academia, and civil society in the room, the team needed complete control on the ground: a verified headcount ahead of time, a clear distinction between VIP and general access, and the flexibility to welcome walk-ins without friction. An event of this profile left no room for guesswork.
- A guest journey that needed to be effortless – For a senior, invite-only audience, the experience had to be simple from the first touch, with no links to chase, no steps to juggle, and no confusion on arrival. Everything a guest needed, from the event details to a smooth way through the door, had to sit on one clear, easy-to-follow path.
Samaaro's Solution
Samaaro gave TVS a single digital platform to carry the event from invitation to check-in, built to match the standard the day called for:
Samaaro built a dedicated landing page that brought the agenda, sessions, and speakers together in one place, styled in the event’s own colors. Invitees arrived already informed about the day, and the team fielded fewer questions beforehand.
Every guest received a single email and WhatsApp message carrying both their personal QR code and the link to the landing page. Everything they needed then sat in one place on their own phone, from the first tap to the moment they walked in.
On the day, the entire reception operated through mobile QR scanning, with VIP and general access handled in the same workflow, and walk-ins accommodated on the spot. Entry was fast and controlled, with no printed lists to search and no roster to keep, and no one left waiting.
Afterward, Samaaro handed the team a complete, exportable record of every check-in. Leadership could see turnout at a glance and pull the numbers it needed, without reconciling anything by hand.
What made it unique?
This was TVS Motor Company’s first fully digital event, and the occasion itself was dedicated to sustainability. Moving the whole journey onto guests’ phones meant the day left behind no paper or plastic of its own, making the platform a natural fit for the World Environment Day theme.
Results & Measurable Impact
Client Testimonial
“Samaaro made our World Environment Day event genuinely seamless from start to finish. The landing page, the registration flow, and the communication journey were all well executed, and the on-site scanning and check-in were smooth and effortless on the day. Just as valuable was their team’s support on the ground, which kept everything running without a hitch. For our first fully digital event, it set a high bar.”
Shubh Srivastava, TVS Motor Company
The Bigger Picture
How an event is run becomes a part of what it says. Audiences and leadership now expect the choices behind a gathering, from materials to logistics, to reflect the values it stands for, and sustainability is one of the first places that scrutiny lands. Printed badges and lanyards are among the most visible, least-recycled artifacts of the in-person event, which is why more organizations are putting credentials on attendees’ phones. For a company with public sustainability commitments, paperless check-in is a small change with an outsized signal: it lets the experience on the ground match the message on stage.
Ready to run a paperless, on-brand event?
Samaaro runs registration, communications, and check-in end-to-end, paperless, and built to your brand, so your team can focus on the room and not the paperwork. Book a demo to see how Samaaro can power your next event.
