BUSINESS CASE
The client has several worldwide known annual events around the globe with 8000 attendees and 200 speakers. The event management solution used previously was created by various freelancers over the years.
By 2017, the solution had reached its limits and a holistic re-engineering of the operational chain was needed.
We embraced the project and leveraged our 10 years of event management experience to redesign the core business workflow, craft the book of specifications and even model some of the custom hardware needed for the registration process.
SCOPE
Based on the initial analysis, the existing applications that formed the solution were deeply anchored in many aspects of the organization. A simple event management solution available on the market was not enough. A holistic approach of the information system was required.
REQUIREMENTS
The initial analysis proved that the solution needed to cover the following operational requirements:
- Attendees on-boarding and vetting process
- Sponsors on-boarding and multi sponsor attendee’s registration
- Speaker and agenda supervision
- Meetings scheduler and personal agenda management
- Venue, Hotel room and Flight ticket management
- Attendees tickets and Sponsor package payment facilities
- Tablet application for event operations team
- Mobile application for attendees for agenda, Q&A with speakers during sessions and messaging
- Invoicing & Financial reconciliation
- Transactional and Marketing emails
- Privacy Standards – GDPR / PCI DSS / Privacy Shield (EU & Swiss)
