Overview – Constellar, a Singapore-based event organizer, convenes businesses across Asia Pacific through impactful exhibitions and conferences. Focusing on industries like food security and fintech, they foster connections and knowledge sharing to drive growth.
Industry – Financial Technology Conference And Exhibition
Solutions Used – Tailored Event Website, Ticketing & Registration, Event Marketing, Check-in & Badge Printing, On-site event operations, Exhibitor Management, AI matchmaking, Meeting Planner, Integrations.
Client Requirements
Organizing a large-scale event poses multifaceted challenges for organizers, spanning the entire event lifecycle. The conventional approaches often involve complex, time-consuming processes, hindering the seamless execution of events. Our client – Constellar, faced several challenges while organizing their first FinTech Festival India.
Here are the requirements that Constellar had for the FinTech Festival India:
Fully Personalized Website
Challenge: The client expressed the desire to create a website that resonates with the unique preferences of attendees, exhibitors, and speakers. They were looking for a platform capable of effortlessly managing various pages of information while incorporating indispensable tools such as Google Analytics and referral tracking. Additionally, they needed a seamless system to track potential attendees, exhibitors, and speakers.
Consequence: The absence of a fully personalized website might risk disconnecting potential attendees, exhibitors, and speakers who anticipate a smooth and tailored journey. Insufficient tracking tools could mean overlooking valuable insights into user behavior, hindering the optimization of marketing strategies. Furthermore, the lack of attendee, exhibitor, and speaker trackers could lead to disarray and inefficiency during the event, impacting the overall experience.
Maximizing Sign-ups
Challenge: The client wanted to maximize footfall and sign-ups by implementing diverse strategies. They also aimed to harness the power of email marketing funnels and WhatsApp integration to effectively engage with potential participants.
Consequence: Falling short in maximizing footfall and sign-ups could potentially result in diminished event attendance and participation, ultimately affecting the success of the event. Ineffective communication channels might lead to reduced engagement and lower conversion rates, impacting overall event success.
Streamlined Event Operations
Challenge: The client was keen on ensuring streamlined event operations, encompassing email confirmations, seamless check-in processes, and automated badge printing.
Consequence: Inefficient event operations could potentially lead to prolonged queues, delays, and attendee frustration, potentially tarnishing the reputation of the event. Without proper check-in and badge printing processes, there’s a risk of creating a chaotic environment at the event venue, which could negatively impact attendee satisfaction.
Maximize Event ROI
Challenge: The client wanted to maximize event ROI for all the stakeholders by offering comprehensive solutions such as networking and matchmaking and a meeting planner to facilitate meaningful connections and interactions between attendees and exhibitors.
Consequence: Failing to maximize event ROI might pose challenges in justifying the resources invested in organizing the event. Inadequate solutions could lead to missed opportunities for networking and business collaborations, ultimately reducing the overall value proposition for both attendees and exhibitors. It’s crucial to offer robust solutions to ensure that every participant derives maximum value from the event experience.
Samaaro’s Solutions
Samaaro understands the complexities of organizing large-scale events. For the FinTech Festival India, Constellar sought to create a personalized and engaging experience for attendees, exhibitors, and speakers.
Let’s explore how Samaaro’s solutions addressed each of Constellar’s requirements:
Crafting a Personalized Welcome
Imagine arriving at an event where everything feels relevant to you. That’s exactly what we strived for with Constellar. We tailored a multi-page website with dedicated sections for attendees, exhibitors, and speakers, offering the most important information for each group, saving everyone time and frustration. Additionally, the website facilitated registrations with multiple ticket options in different currencies. This catered to a wider audience and streamlined the enrollment process.
Integration of Google Analytics and Referral Tracking ensured that the client could gather valuable insights into user behavior and track the effectiveness of promotional efforts.
Additionally, a robust From Tracker System was put in place to seamlessly manage attendees, exhibitors, and speakers, enhancing overall event organization and efficiency.
Maximizing Attendance and Engagement
A great turnout was paramount to the event’s success. To achieve this, a strategic multi-pronged approach was implemented. This began with the implementation of Interest Forms for attendees, exhibitors and speakers facilitating engagement and capturing valuable data for targeted communication.
Next was empowering the clients with funnel-based Email Marketing on the platform. Through these emails’ visitors, exhibitors and speakers were encouraged to sign up, complemented by the distribution of coupons to incentivize attendance ensuring a broader reach and increased participation of paid delegates. A user-friendly shopping cart-style interface was integrated for seamless ticket selection and checkout. WhatsApp integration further enhanced communication channels, fostering engagement and driving sign-ups.
Streamlining Operations for a Smooth Flow
Event operations can make or break the attendee experience. For Constellar, we ensured a smooth flow by leveraging automation and access control. Attendees received email confirmations with QR codes, allowing for a quick and efficient check-in process. Additionally, by integrating badge printing with an API, we eliminated long queues and unnecessary delays.
To optimize meeting management, door access was tailored, allowing only eligible delegates and exhibitors to connect, thereby creating an exclusive experience for all the delegates.
Maximizing ROI: Building Valuable Connections
We understood that Constellar’s value for maximizing ROI for all it’s stakeholders hinged on fostering valuable connections between attendees and exhibitors. To achieve this, an exhibitor directory was created where attendees could explore solutions by visiting exhibitors’ online profiles. This ensured maximum visibility for exhibitors and allowed attendees to easily find the products and services they were interested in.
The implementation of AI-matchmaking algorithms facilitated targeted connections between attendees and exhibitors based on their profiles and mutual interests, ensuring relevant interactions.
A tiered access system was also introduced. This system allowed attendees to book a specific number of meetings based on their pass type, ensuring a fair and efficient allocation of networking opportunities thereby creating an exclusive experience while also creating an upsell opportunity for Constellar. Finally, a meeting planner tool was developed to streamline scheduling and manage business meetings during the event. This maximized the value proposition for all participants and exhibitors alike.
Results
Increased Sales Efficiency and Revenue:
- 20% More Conversions: Samaaro’s visitor forms allowed sales to capture leads based on specific interests (CTAs clicked) and personalize their outreach, leading to a 20% increase in converting free visitors to paying delegates for the FinTech Festival.
- Instant Rep Engagement: Real-time notifications empowered sales to act quickly on qualified leads, resulting in faster and more effective conversions.
Enhanced Exhibitor Experience and ROI:
- 33% More Qualified Meetings: Samaaro’s pre-event meeting planner facilitated 33% more qualified meetings between exhibitors and attendees, maximizing their networking opportunities and potential ROI.
- 15% Boost in Exhibitor Satisfaction: The increase in qualified meetings led to a 15% jump in exhibitor Net Promoter Score (NPS), indicating a significant improvement in their experience at the festival.
Conclusion
By implementing these solutions, Samaaro empowered Constellar to deliver a successful FinTech Festival India. The event offered a personalized experience, maximized participation, ensured efficient operations, and ultimately, contributed to a significant return on investment. If you want your event to be a success like Fintech Festival India, book a demo today or start with your Free Trial!
