Premier were asked to support a long-standing client with our event registration system.
The brief was in two parts: firstly, to create an event website and registration site to allow the client to register their delegates for the event easily for their 1,300 person conference and awards at ICC Wales.
Secondly, for our team to be on-site for the event day to check in delegates as they arrived.
Event Website
To provide delegates with information about the event, including the venue details, agenda, FAQs and a place for them to register, we created an event-specific website for the client. This was designed with the event iconography and the client’s font to help keep everything on brand for the client.
Event Registration Form
As part of the event website, we created an event registration form, which allowed us to capture information from the delegates. This included their dietary requirements and if they needed accommodation, which was needed to help with the planning of the event.
Event Comms
Our team worked with the client to create several branded emails that were sent to the delegates in the lead-up to the event; these included an invitation, Chaser, Confirmation, Joining Instructions and Post Event Survey.
Inbox Management
We created a dedicated event inbox, which was managed by our team, who dealt with queries from the delegates in the lead up to the event. We would typically receive emails from delegates wanting to change an aspect of their booking, such as their accommodation requests etc. Our team were able to reply to the delegates directly as well as update the event registration system so that the master data was always correct.
Data Pulls
We set up a system where we sent data pulls to the client regularly so they were always up to speed with the latest data. This allowed them, as the event managers, to ensure that the venue was kept abreast of the latest numbers for catering and hotels needed, etc. Having this kind of data to hand is critical for seamless event operations.
Event Day Support
Delegates showed their unique QR code, emailed to them in their joining instructions, which we scanned. If they, for any reason, hadn’t got the QR code, we could check them in using their name. Once the on-site registration process was complete, our team stayed on site for the rest of the event to support the event management team with any additional requests, such as supporting with the table plan creation and placing name cards onto the tables.
Our End-to-End Services
With a fully in-house team, bespoke event technology, ISO27001 & GDPR aligned infrastructure, and decades of event experience, we support you at every stage: planning, delivery, and reporting.
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Whether you need help with one part of the process or want us to manage the entire delegate experience, we’re here to support you.