TechTalk Summits hosts networking events for IT professionals to gather and engage in face-to-face networking events, addressing mission-critical issues and exploring transformative technologies, ensuring data security and empowering organizations for the future.
Industry: Event Organizer (Networking Events For IT Professionals)
Solutions Used: Guest Management, RSVPs, Communication Automation, Check-ins, Attendance Tracking & Feedback Collection
Samaaro has made a big difference in how we run our events. Their platform has made it much easier to communicate with guests, manage RSVPs, and check people in. We’re really happy with the results and want to keep working together.
– Tech Talk Summits
Client Challenges:
TechTalk Summits, a specialized organization hosting over 200 in-person events annually, caters to IT decision-makers and influencers, aiming to facilitate connections between solution providers and technology decision-makers. However, Tech Talk Summits encountered significant operational challenges that necessitated effective solutions.
- Disparate Event Technology Stack
The client relied on a patchwork of event technology solutions to manage different aspects of their events. It included ON24 for the virtual component, Google Forms for RSVPs and excel sheets for attendance tracking & meetings calendar. These platforms could not provide the level of customization and flexibility the clients sought, and the fragmented approach hindered efficiency and customization.
- Manual and Time-Consuming Processes
Creating new events, integrating them across multiple platforms, and managing tasks like check-ins, attendance tracking, surveys, and feedback manually proved to be time-consuming and error prone due to the large-scale nature of their operations.
- Email Delivery Challenges
Email delivery issues hindered event turnout and follow-up efforts. Many attendees reported that the crucial emails containing registration details and QR codes ended up in spam folders, leading to a significant drop in attendance. This not only impacted event turnout but also made post-event follow-ups challenging due to missing contact information.
- Limited Data Insights
The lack of a unified platform prevented the client from effectively collecting, analyzing, and utilizing data to inform decision-making and improve event performance.
- Lack of Personalization
The inability to deliver personalized experiences based on attendee data hindered engagement and satisfaction.
1774+
Leads Generated
Leads Generated
500+
Survey Collected
Survey Collected
1800+
Attendee Participation
Attendee Participation
700+
Polls Published
Polls Published
Samaaro’s Solution:
Since TTS had such a unique problem, we decided to make them an end-to-end solution that was tailored to their specific needs. The mission was to streamline TTS’s operations and offer them tech solutions that got the job done, without extensive manual labour while making the whole platform very easy to use.
Since the client did not want the complicacy of dealing with various tech solutions, we figured out a way to integrate all of their events into one unified dashboard. This is how we helped TTS:
1. Super Admin Dashboard:
The Super Admin Dashboard played a crucial role in consolidating all the events updated on TTS website into a single, centralized platform. This was achieved through the implementation of various customized API plug-ins that seamlessly fetched all the relevant data from the client’s website and presented it within the dashboard. By simply clicking a button, the super admin gained instant access to all the event information, eliminating the need for manual data entry and the creation of new events.
Moreover, the super admin had the ability to assign sub—admins or hosts to each event, ensuring effective delegation of responsibilities. In addition to managing event assignments, the super admin had full visibility into all events, allowing them to view and interact with any event’s dashboard just as sub-admins or host would. This comprehensive perspective also included the ability to see the event from a visitor’s point of view, enabling the super admin to assess the attendee experience.
Furthermore, the Super Admin Dashboard facilitated seamless synchronization of information, such as event agendas, across all events. Once an agenda was updated on TTS’s website, the super admin could easily sync this information across all relevant events, ensuring consistency and up-to-date event details.
Overall, the Super Admin Dashboard provided Tech Talk Summits with a powerful tool to manage and oversee their events effectively, streamlining data management processes, enabling efficient delegation, and offering comprehensive visibility into event operations.
2. Sub – Admin Dashboard:
The sub-admin dashboard provided a comprehensive overview of the event that was assigned to them, offering convenient access to various important features. They had access to the registrations & attendance data graph, which allowed them to track and analyze the number of attendees and registrations in real-time. Additionally, the dashboard provided a QR connection feature, enabling efficient and seamless check-ins for participants.
The sub-admins also had control over exhibition management, ensuring smooth coordination and organization of the event’s exhibits. Moreover, the dashboard offered engaging features such as polls, surveys, and quizzes, enabling sub-admins to interact with attendees and gather valuable feedback.
Lastly, they oversaw the reception, ensuring that participants were welcomed and guided throughout the event. Overall, the sub-admin dashboard served as a powerful tool for effective event management and engagement.
3. Host Event List:
The Host Event List feature provided a centralized space for each sub-admin to view the events they were assigned to. Admins could easily access the specific event dashboard from this list, streamlining their workflow and ensuring efficient event management. The list also displayed the status of each event, indicating whether it was completed, ongoing, or upcoming. By providing a comprehensive and organized view of assigned events, the Host Event List feature enabled admins to stay on top of their responsibilities and effectively coordinate with the rest of the event team.
4. Sponsor Management:
To enhance convenience for clients and streamline sponsor engagement, Samaaro introduced a remarkable feature called Exhibitor Management. Given that the client organizes more than 200 events annually, creating and integrating separate digital booths for each sponsor became a tedious task. To address this issue, Samaaro offered a unique solution known as the “Event Exhibitor Key”.
All digital booths were created on Samaaro’s lead management solution called Showcase. Whenever the client desired to showcase a specific sponsor, example – Google, they simply had to access Showcase, copy the event exhibitor key, and paste it into the sponsor section of the sub-admin dashboard.
The digital booth itself encompassed a wide range of features to cater to the sponsor’s needs. It provided a personalized digital booth for the sponsor, equipped with robust analytics dashboards and a distinctive lead capture solution. This comprehensive approach ensured that sponsors had all the tools necessary to make the most of their participation in the event. By offering this integrated and efficient sponsor exhibitor management system, Samaaro made it easier for clients to manage sponsors while delivering an exceptional experience for both sponsors and event attendees.
Now coming to the attendees, a range of features were developed to help attendee navigate the in-person event while providing easy to use platform.
5. Efficient Check-ins and Attendance Tracking:
Samaaro provided efficient check-in and attendance tracking capabilities through the implementation of QR code-based features. Attendees were able to conveniently check-in to events using their mobile devices, eliminating the need for cumbersome manual processes. This not only saved time but also enhanced the overall attendee experience.
Additionally, the QR code functionality served as a digital business card, allowing participants to easily exchange contact information with each other. Thereby streamlining networking and fostering seamless connections among event participants.
Moreover, organizers could monitor attendance data in real-time, gaining valuable insights into the number of attendees present at any given moment. This ensured accurate reporting and allowed organizers to effectively manage event logistics and resources.
6. Mobile Web Application:
Samaaro developed a mobile web application specifically for event attendees, providing them with an app-like experience without the need to download any additional software. This user-friendly application included various essential features to enhance the attendee experience.
- Firstly, it offered an agenda section, allowing attendees to access the event schedule and plan their participation accordingly.
- Additionally, a dedicated space was allocated for sponsor booths, enabling attendees to inquire about products or services and even schedule calls directly with the exhibitors, fostering meaningful interactions.
- The mobile web application also incorporated an engagement section where polls, Q&A sessions, and surveys were pushed to actively involve attendees. Notably, surveys were strategically placed between sessions rather than at the end of the event. This approach allowed for timely feedback and ensured that attendees’ thoughts and opinions were captured while the content was fresh in their minds. Moreover, the Q&A section, monitored by the sub-admin throughout the event, encouraged participation from individuals who may feel hesitant to ask questions in person. Attendees could comfortably write their queries in the Q&A section, ensuring that everyone had an opportunity to engage in the event without any reservations.
- Furthermore, the application included a QR code feature, providing attendees with a convenient way to access various event-related information or digital content by simply scanning the codes. This streamlined the process of accessing additional resources and made it easier for attendees to navigate the event offerings.
7. Automated Communication:
Samaaro adopted a multi-channel communication strategy to maximize invitation reach and engagement. By sending event invitations via email, WhatsApp, and SMS, we ensured that attendees received timely notifications regardless of their preferred communication method. This omnichannel approach significantly reduced the risk of invitations being filtered as spam. Furthermore, providing attendees with QR codes streamlined the check-in process, reducing wait times and enhancing overall event efficiency.
Results:
By implementing Samaaro’s event management solution, the client experienced significant improvements across key performance indicators, including:
- Boosted Attendance: With highly personalized RSVPs and automated reminders, TechTalk Summits was able to boost attendance by more than 15%.
- Better NPS Score: With higher levels of personalized experience empowered by Samaaro’s tailored RSVP forms and audience segmentation, the feedback rating improved by 8%.
- Built for scalability: With an integration with their Hubspot CRM, Samaaro has enabled TechTalk Summits to categorize their audience better and make their event campaigns more targeted.
- Better Future Event Optimization: The analytics dashboard empowered the client to make data-driven decisions, transforming event planning from intuition to insight. By providing actionable intelligence on attendee behavior and preferences, the platform optimized resource allocation and enhanced overall event strategy.
Conclusion:
The partnership between TechTalk Summits and Samaaro proved transformative, elevating event management to new heights. By streamlining operations, enhancing attendee experiences, and unlocking the power of data, Samaaro empowered the client to achieve unprecedented success in their events. This collaboration serves as a testament to the potential of technology to drive event excellence.
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 Book a Demo.
