How Dynamic Events Paired with EventBuilder to Deliver VIP Experiences at RSAC 2025 

Meet The Client (1000 x 100 px)

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In the bustling world of cyber security, the RSA Conference (RSAC) stands as a titan, each year drawing experts and innovators to a central hub. For major players like Microsoft, ancillary events during RSAC are golden opportunities to connect with a select audience. When Dynamic Events, a full-service event planning agency, took the helm for Microsoft's Security Events at RSAC 2025, they knew a flawless registration and check-in process was non-negotiable. That's where we entered the scene, bringing our unique blend of software and hands-on service to the physical event space. 

 

Challenge

Two women are behind a check in desk. Both are smiling towards the camera.

Dynamic Events is a maestro of in-person event management, transforming client visions into reality. They handle everything from venue selection and catering to vendor management and branding. For Microsoft's presence at RSAC 2025, Dynamic Events was tasked with creating a series of exclusive side events for Microsoft Security. These weren't just open-door gatherings; attendance was carefully curated, with different events requiring specific clearance levels. 

The primary hurdle was managing a sophisticated registration process that could handle this segmentation gracefully, over multiple events. Beyond registration, Dynamic Events needed a way to ensure a swift, secure, and welcoming check-in experience onsite for hundreds of high-profile attendees. The previous manual check-in process for similar events had been a bottleneck, a situation everyone was keen to avoid. They needed a partner who could not only build the digital gateway but also manage the physical welcome mat. 

Solutions
 
While typically known for our virtual event software, EventBuilder's expertise extends to the nuanced needs of in-person and hybrid experiences. Our collaboration with Dynamic Events for Microsoft at RASC 2025 was a prime example of this versatility. Our expertise in registration capabilities became a cornerstone of the collaboration, initially focused on streamlining check-in processes and expanding to encompass broader event support. 
 
Here's how we tailored our approach:

Customized Registration Design

We developed a series of 17 distinct registration pages for each of Microsoft Security’s events across all 5 days. These pages were designed to be intuitive for invitees while capturing all necessary information, including details that would determine access privileges. Crucially, the system segmented audiences based on clearance levels, ensuring the right people had access to the right sessions.

Boots on the Ground in San Fransisco

We deployed a four-person team to support our partners in person. We worked shoulder-to-shoulder with Dynamic Events, managing the check-in process to ensure a friendly, efficient welcome for our attendees.

Precision Badging

With attendees categorized, we managed the creation and distribution of event badges onsite. Visually indicating clearance levels, they simplified access control at various checkpoints. When the need arose, we assisted with printing press badges on the fly and supported our friends at Dynamic Events with door security for select events.

Data Driven Logistics

Our software didn’t just register people; it became a vital data hub. Information collected during registration (such as dietary restrictions, government employee status, and attendee type) was critical for Dynamic Events to manage catering, comply with protocols, assist with Microsoft's billing processes, and tailor communications effectively.

Results

The impact of EventBuilder’s involvement was immediate and significant.

Two women stand behind a desk at a Microsoft Security event.

Check-in Revolutionized: Through close collaboration with the client, our team helped redesign the check-in process to improve efficiency. By combining thoughtful planning with the deployment of experienced an EventBuilder team onsite, we reduced the attendee wait times by 65% compared to previous years. This led to a smoother check-in experience and events that started promptly and professionally.
Real-Time Insights: Through our onsite staff, the Microsoft Security Events Team had access to real-time data on who had checked in at a given time. This live visibility was invaluable for managing event flow and making quick adjustments. At the end of each day, comprehensive attendance sheets were provided upon request.

Flawless Data Management: The detailed registrant information collected by our platform proved essential. It allowed Dynamic Events and Microsoft to cater to specific needs, ensured all communications were relevant and timely, and helped streamline their billing process.

Reduced Stress, Increased Focus: By entrusting the complexities of registration and check-in to EventBuilder, the Dynamic Events team could dedicate more energy to other critical aspects of managing Microsoft’s extensive event schedule.

Rave Reviews: Dynamic Events shared enthusiastic feedback, noting clear improvements over previous years and expressing deep appreciation for the partnership. To recognize our team’s dedication and flexibility, they offered our team thoughtful hand-written notes of appreciation that we continue to treasure!

Supporting Dynamic Events for Microsoft at RSAC 2025 was a peak opportunity for us to show how EventBuilder’s tools and team can quietly strengthen large-scale, high-stakes events. By working closely with their event management team, we helped streamline the attendee experience from registration to check-in through thoughtful technology and dependable onsite support.

At EventBuilder, we believe in being a force for good, both in the way we show up for our partners and in the impact we help create. Supporting Dynamic Events in delivering a smooth, high-quality experience for Microsoft at RSAC 2025 wasn’t just about logistics; it was about contributing to their success in a meaningful way and showing what great collaboration can accomplish.

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