Global Conference

An event management company based in the bustling city of Dubai is widely recognized for its expertise in organizing Information Technology (IT) Conferences. They have a compelling vision of creating a dynamic platform where thought leaders, visionaries, and innovators from around the world converge to collectively shape the future of IT experiences.

Industry

Information Technology (IT) Conferences

Solutions Used

Speaker Management, Sponsor Management, Marketing Integration

“We can’t thank Samaaro Solutions enough for their incredible support in making our ‘Global Innovation Confluence’ a resounding success. The results speak for themselves – 30,000 communications for a seamless attendee experience, a 7% reduction in costs, 800+ attendees registered, and a remarkable 20% increase in attendee engagement during speaker sessions. Samaaro Solutions truly made a difference, and we look forward to working with them in our future events.”

Client Challenges:

In the vibrant city of Dubai, a team of event organizers took on an exciting project – to host a large-scale conference for a valued client. Their goal was to bring together 800 attendees from various backgrounds. This case study will dive into the story of this event, the “Global Innovation Confluence,” where people from all over the world gathered to share ideas and insights. These were some of the challenges faced by the clients: 

Scheduling & Program Management

One of the most significant operational challenges faced by the organizers was to avoid the scheduling conflicts that force attendees to choose between multiple interesting sessions. Earlier, this challenge led to attendee frustration and reduced participation in some sessions.

Communication & Information Flow

In the past, organizers were failing to provide multiple communication channels, such as mobile apps, printed schedules, or information on booths and more. Last-minute alterations to session locations, times, or speakers created confusion when this information could not promptly and accurately be communicated to participants. Inadequate information also led to reduced engagement with the conference, as attendees may miss out on sessions, workshops, or networking opportunities.

Enhancing Attendee Engagement

The inadequate monitoring of questions posed to speakers was impeding attendee engagement. To rectify this issue, the organizers sought to introduce an event tech platform into the equation.

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Increased Attendee Engagement

Samaaro's Solution:

1. Speaker Management

Speaker Profiles : An interesting feature was how organizers were able to create comprehensive speaker profiles on the platform. These profiles typically include their professional background, areas of expertise, previous speaking engagements, and a biography. Attendees can browse these profiles to get a better understanding of the speakers’ credentials and relevance to the event.

Comprehensive Speaker Profiles : Samaaro simplifies the compilation of presentation materials. Speakers had the power to easily upload their presentation files, handouts, and reference documents to the platform.

Agenda Management : Event organizers had full control over the event agenda. They could create a detailed schedule, assigning speakers to specific time slots, rooms, and tracks. Attendees were able to access this agenda to plan their participation and navigate the event seamlessly.

Effortless Session Administration : Organizers efficiently managed the scheduling of speaker sessions. The platform offered an intuitive agenda management system that allowed for the easy allocation of speakers to specific time slots, rooms, and tracks.

Additionally, to enhance the interactivity of speaker sessions Samaaro provided tools for moderating live Q&A sessions. Attendees could actively engage with speakers, asking questions and receiving real-time responses, which affected the overall event experience.

2. Sponsor Management

Sponsor Management Dashboard : This sophisticated tool empowered organizers to efficiently oversee, strategize, and optimize their sponsorship partnerships, ensuring the success of their events. It served as a one-stop destination to track the progress and engagement of sponsors throughout the event lifecycle.

Multi-Tier Sponsorship Packages & Contracts : Samaaro provided event organizers with the ability to design and oversee a diverse range of sponsorship packages, each structured into distinct tiers. These packages encompassed various levels of visibility, branding opportunities, and degrees of participation. Moreover, Samaaro’s features encompassed the generation and supervision of sponsorship contracts, giving complete authority to the event organizers.

3. Marketing Integration

Seamless Communication with Push Notifications : Samaaro introduced a convenient push notification feature, allowing organizers to send event updates to attendees with active logins. The notifications were easily accessible through a dedicated notifications tab. This feature ensured that attendees could stay engaged and informed about the latest event developments in real-time. Samaaro’s platform not only facilitated seamless communication through push notifications but also leveraged WhatsApp to provide real-time event updates and deliver tickets to the attendees.

Targeted Marketing Capabilities : Samaaro’s platform allowed organizers to segment their attendee lists based on specific criteria. This segmentation capability enabled organizers to dispatch tailored notifications or emails to specific groups of attendees.

Use Cases:

  • Reminders: Event organizers could send reminders to registered participants, ensuring high attendance rates.
  • VIP Updates: Exclusive updates could be shared with VIP guests, enhancing their event experience.
  • Real-time Changes: Communicating last-minute changes to speakers or event schedules was made efficient and accurate.

Valuable Insights & Analytics : Samaaro provided robust analytics and insights, offering valuable data on various aspects of event management. Organizers gained insights into attendee interactions and engagement with event content. By tracking notification click-through rates, organizers could gauge the effectiveness of their communication strategies.

Event Gallery

Results:

The implementation of an event technology platform for an in-person event yielded impressive results, including:

  • 30k Communications for Seamless Attendee Experience
  • Reduced costs by 7%
  • 800+ attendees registered
  • 20% attendee engagement increased with the number of questions asked during speaker sessions

Conclusion:

In conclusion, the “Global Innovation Confluence” event in Dubai faced several significant challenges in scheduling, communication, information flow, and attendee engagement. However, with the implementation of Samaaro’s innovative event management platform, these challenges were effectively addressed, leading to remarkable results and a successful event.

Samaaro’s solution provided a comprehensive set of tools and features that revolutionized the way the event was organized and executed. Samaaro has made sure to serve as an example of how technology can enhance event planning and execution, creating a more enriching experience for both organizers and attendees.

Are you ready to transform your next event? Discover how Samaaro’s cutting-edge event technology platform can enhance engagement, streamline attendance tracking, and boost sponsor engagement. Contact us today to learn more and schedule a demo.