Smart Software, Expert Service

How This Leading Technology Team Perfected Event Registration with EventBuilder

Meet The Client (1000 x 100 px)

We recently had the opportunity to support a leading enterprise technology team in an in-person event overseas! This team excels at creating powerful technology and sharing high-value content with their community. They are absolute geniuses in the tech world, but when it came to orchestrating the complex logistics of an exclusive event - they were ready to offload the tedious details to us. They needed a partner to ensure the behind-the-scenes operations ran with the same precision and reliability as their core technology platform, and we were ready for the challenge!

This tech team partnered with EventBuilder to manage the critical event details. Our mission: to handle everything from registration and tailored communications to real-time data tracking and on-site support. This freed up their brilliant minds to concentrate on what they do best - crafting meaningful, strategic experiences for their audience. 

This team arrived with a precise vision. They weren't just hosting an event; they were curating an exclusive experience tailored to potential customers. 

InterContinentalLondonVenue: The InterContinental Hotel, 02, London

Challenge

Smart Registration

A registration process that felt smooth and effortless, adapting in real-time to registrant input.

Personalized Communications

Automated messaging tailored to individual registration details and session choices.

Flexible Registrant Scheduling

Registrants would be choosing from multiple sessions, roundtables, and labs.

Exclusivity

The AKS team needed support in managing the registrant list effectively, ensuring participation was reserved for the intended audience only.

Data Integrity

Safeguards to prevent registrations using personal email addresses and duplicate registrations.

On-Site Agility

Staff onsite to ensure a smooth check-in process and QR codes for handling last-minute additions.

Solutions

Handling the often-tedious details of big events is our bread and butter.

Here’s how our team and technology addressed this team’s needs.

Registration Pages That Think Smarter

Following our initial planning meeting, our dedicated Event Management Concierge got to work building a robust custom-branded registration page. Once approved, the real magic began with conditional logic. We designed a dynamic registration form that adapted to registrant responses in real time. Conditional logic for the win!

  • Maintaining Exclusivity: The registration page flagged personal email addresses with targeted messages, guiding registrants to use corporate credentials. Internal team members were redirected to a separate registration path, keeping the main list clean and reducing manual sorting labor.

  • Streamlined Session Selection: Registrants could easily select a morning session, add afternoon activities such as roundtables or labs, or opt-out of the later sessions all together. To avoid any back-and-forth communications, our event manager suggested prompting back-up choices for sessions automatically.

Customized Communications Without the Clutter

An exclusive event deserves communication that feels personalized, timely, and relevant from start to finish. Communications needed to be as tailored as the registration experience itself. Our team configured segmented email workflows in EventBuilder, directly linked to each registrant’s approval status and chosen sessions.

What did this mean for attendees? They received only the information relevant to their specific event path. No noise, just signal. This included:

  • Clear information of their registration status (approved, pending, etc.).
  • Session-specific event details such as times and locations.
  • Automated, perfectly timed reminders leading up to the event.
  • Post-event surveys and follow-up notes relevant to their participation.

Data, Support, and On-Site Presence

As the event approached, the AKS team needed clear visibility into registration trends and attendee details. Our Event Management Concierge delivered:

  • Actionable Data: We provided fresh pre-event data reports daily. These included lists of new registrants needing approval or review, plus clear, easy-to-digest demographic summaries based on registration answers. This flow of information allowed this team to make quick, informed decisions.

  • Seamless Support: When registrants reached out with event questions, our support team provided prompt, friendly assistance. For content-specific questions, we coordinated directly with the client's event team, ensuring smooth and personalized handoffs. Every interaction was handled with care because a great experience goes beyond the technology platform.

  • Boots on the Ground: On event day, our team was on-site, supporting our partners in person. We managed the check-in process, kept a watchful eye on the waitlist for popular sessions, and generated QR Codes for those inevitable (and welcome) last-minute registrations.

Results

Working side by side with EventBuilder, this team achieved more than just a smooth registration process and a well-attended event. They gained valuable insights and built momentum. Here’s a snapshot of the results:

  • Engaged Audience: Strong attendance across key sessions.

  • Happy Attendees: Consistently high satisfaction scores. Bonus: Zero complaints about the communication flow (a victory we always celebrate).

  • Operational Excellence: Streamlined check-ins meant less waiting and a smooth start for attendees.

  • Data-Driven Decisions: Real-time reporting throughout the process supported fast, informed decision-making by the AKS team. EventBuilder provided clean, complete registrant data for post-event analysis.

  • Strategic Value: Our software’s audience-segmenting tools targeted post-event follow-up based on demographics and registration selections. Registration insights helped pinpoint high-potential leads, and attendee feedback provided valuable input for future content and event strategies.

  • Relationship Building: The seamless experience helped strengthen relationships with top clients and prospects attending the event.

This tech team successfully executed a logistically complex event by partnering with EventBuilder, allowing them to focus entirely on delivering exceptional content and engaging their audience. They needed precision, customization, and reliability – and we were happy to deliver.