Case study: VII ABSL Conference
7th ABSL Conference, Katowice, 2016. A large-scale international event, nearly a thousand participants, high expectations. How did we handle the management of such a complex undertaking?
ABSL – Leaders in Modern Business Services
Before diving into the organizational challenges, it is important to understand the event organizer. ABSL (Association of Business Service Leaders in Poland) is a leading industry organization representing the modern business services sector in Poland. It brings together over 170 global investors, including Google, IBM, PwC, and Shell, supporting industry growth through conferences, workshops, and networking events.
Why Did ABSL Choose CONREGO?
The collaboration between ABSL and CONREGO began in 2013, but it was in 2016 that it reached a global scale with the full management of the VII ABSL Conference. An event of this magnitude required a robust technological infrastructure, which our system provided. The organizers needed a comprehensive solution for attendee registration, payment processing, communication, access control, and document personalization. Ensuring smooth reception operations and eliminating issues related to badge distribution and attendance monitoring were also crucial.
CONREGO allowed the organizers to focus on the strategic aspects of the event by fully automating the essential processes.
How Did CONREGO Solve Key Challenges?
Automated Registration and Ticket Sales
The registration process was tailored to diverse attendee groups. The conference included both paid and invitation-only tickets, with prices varying based on ticket type and registration timing. Participants could also select additional options, such as access to side events. Upon completing their registration, each attendee received a confirmation, and for paid tickets, an invoice was automatically issued.
Seamless integration with payment gateways ensured that transactions were processed without disruptions. Organizers no longer needed to manually verify payment statuses, reducing the risk of errors and enabling smooth budget management.
Effective Communication with Attendees
Ensuring that participants were well-informed was key to the success of the conference. CONREGO enabled personalized email and SMS communication, providing updates on the schedule and any critical changes. Messages were tailored to specific attendee groups, such as speakers, sponsors, and VIPs, ensuring that each person received the most relevant information.
The system’s flexibility allowed for instant adjustments to the event plan. If there were any last-minute changes, organizers could notify participants in real time, minimizing the risk of confusion.
Fast and Hassle-Free Check-in
Event Check-in Service was a fundamental part of the entire operation. With personalized QR-coded tickets, the attendee identification process was fast and efficient. Participants could present their tickets in either digital or printed form, and the system verified their presence in real time. This solution significantly reduced wait times at registration desks and eliminated the risk of unauthorized access.
The access control system also facilitated attendee movement across different event zones. Depending on their authorization, participants could attend exclusive sessions or workshops. Organizers had a real-time overview of who was present in each area, making logistics much easier to manage.
Personalized Badges and Document Management
Conference badges served a greater purpose than just identifying attendees. In addition to names, they included company affiliations and unique QR codes, streamlining networking and access control. Organizers also had full oversight of translation equipment distribution, as the system recorded who collected a set and when it was due for return. This approach ensured full control over assets, eliminating the risk of lost equipment.
Conclusion – CONREGO as the Key to Success
The VII ABSL Conference was a massive undertaking that required flawless coordination of multiple processes. Our event registration tool not only streamlined registration and communication but also provided real-time control over the entire event.
By leveraging modern technology, organizers could shift their focus to delivering valuable content and an exceptional experience for attendees, rather than dealing with logistical challenges. Every event manager understands that for international-scale events, there is no room for error.
CONREGO ensures full control over event management and elevates attendee experience to a whole new level.
What more can be said about organizing the VII ABSL Conference? Perhaps it is best to let ABSL’s management speak for themselves:
"Thank you for your flexibility and readiness to assist, which made working with you an absolute pleasure. Without your commitment, our Conference would not have been as remarkable.”
And we thank you as well!
Joanna Chrościechowska