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New Whitepaper Release: Learn how the right channel mix can boost event registrations by 15% in 2025. Download
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How TEDx Hyderabad Filled a 1,250+ Seat Flagship and Traced Every Registration to Its Source

TEDx Hyderabad logo over a blurred audience and speaker

Key Takeaways(TL;DR)

1
The Problem:
A sold out public flagship had no way to tell which campaign, partner, or promo code was actually driving registrations, while payment gateway fees as high as 7% drained the event budget.
2
The Fix:
Samaaro gave every channel and promoter a trackable code, 136 in total, moved registration onto the brand's own website, and kept the audience warm with 40,000+ automated touchpoints across WhatsApp, SMS, and email.
3
The Payoff:
1,250+ registrations with source level attribution behind every ticket, gateway fees cut from 7% to 4%, and a full house checked in within 75 minutes.
→

Bottom Line: Awareness fills a room. Attribution shows you what filled it, so the next event starts smarter.

Overview

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. Its annual flagship, Ignite, sells tickets to a large public audience of individual attendees.

Industry

Think Tank

Solutions Used

Event Ticketing & Registration, Marketing, Reports

Client Testimonial

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

The Challenges

TEDx Hyderabad recently held its largest annual flagship event, Ignite, preceded by two sub-events focused on Art and Music and Women’s Safety. Demand was strong. Visibility was not.

The team had no reliable way to monitor registrations coupon by coupon, which meant no way to evaluate which marketing efforts, partners, or promotions were actually filling seats. Every decision about where to invest for the next event was a guess. 

On top of that, payment gateway charges as high as 7% were draining budget that should have gone into the event itself, and the team wanted Indian payment options such as UPI and RuPay that their audience actually uses.

Samaaro's Solution

1)Attribution: A Trackable Code for Every Channel and Promoter

TEDx Hyderabad used Samaaro to generate 136 unique coupon codes, in single use and multi use variants, covering group discounts and bulk ticket purchases for organizations.

Samaaro recorded the registrations behind each code. For the first time, the team could see exactly which codes, and therefore which channels, partners, and promotions, were most effective at attracting participants. That attribution now guides how marketing resources are allocated for future events.

2) Registration on the Brand’s Own Website

Registration was embedded directly on TEDx Hyderabad’s own event website through an iFrame, so attendees completed the entire purchase without leaving the site. Ticket buyers moved quickly across organizer specific ticket types, and payment completed in seconds. 

Samaaro also added the Indian payment options the audience actually uses, UPI and RuPay, and reduced payment gateway charges from 7% to 4%, returning budget to the event itself.

3) Building Demand Before the Doors Opened

More than 40,000 targeted communications went out across WhatsApp, SMS, and email, sent automatically from the admin dashboard to registered attendees. The cadence did more than share information: it built anticipation and a sense of community around the event, lifting both registrations and engagement.

4) Event Day: A Full House Through the Door in 75 Minutes

On event day, the entire audience of 1,250+ was checked in within 75 minutes, so the experience started on time and started well.

The Results

Industry Takeaway

For any brand filling a venue with a public audience, whether a flagship conference, a community gathering, a product experience zone, or a tournament style activation, the mechanics are the same. Give every promoter, partner, or creator a unique code. Host registration on your own website. Keep the audience warm with automated communication. Get them through the door fast. Awareness creates the queue. Attribution tells you which channel built it, and which one deserves the next round of budget.

Running a high demand public event? Book a demo to see how Samaaro handles registration, attribution, and event day execution on one platform

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Samaaro is an AI-powered event marketing platform that enables marketing teams to turn events into a measurable growth channel by planning, promoting, executing, and measuring their business impact.

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