Case Study: VIII ABSL Conference
VIII ABSL Conference, Łódź 2017. More than 40 discussion panels attended by around 1000 guests. This huge event, like every year, has been fully supported by CONREGO software. Did everything go as intended?
VIII ABSL Conference, Łódź 2017. More than 40 discussion panels attended by around 1000 guests. This huge event, like every year, has been fully supported by CONREGO software. Did everything go as intended?
Our cooperation with ABSL (Association of Business Service Leaders in Poland) has been countinuous since 2013, when we supported the organization of the fourth edition of the conference. However, it was not until 2016 that application of CONREGO was global. Since that time, we not only register attendees but also handle payments, mailings, and entry passes as well as the reception desk and access control checkpoints. But really... our software does this for us.
How did the organization of such a big event go this year? We started with launching conference registration. We divided it into two major segments: paid and free, and we added accommodation booking option. This last function is a minor but very handy convenience, especially in the case of conferences that last a few days. Upon proper completion of the registration process, every attendee received an automatically generated confirmation.
The next step was communicating with the attendees using mailings and text messages. We have also set up a help desk that assisted attendees when they had any doubts or questions. Our team was also responsible for selling tickets and invoicing transactions. As usual, we had everything under control.
In order to handle attendees on-site efficiently, CONREGO system generated conference badges, where we placed all the attendees' most important data, such as the name of the company they represent, their position and and a map of how to get to key locations, among others.
We were also prepared for verification of attendee permissions to access selected zones with Event Access Control. Manned by trained personnel, access control checkpoints could verify access rights in seconds, checking whether the attendee was registered for that particular event or not.
Our event management software was applied in a few unconventional manners. Among others, we used it to dispense simultaneous translation sets. Hostesses scanned codes placed on badges and the system noted the time these sets were handed out. This gave us the information from whom we needed to retrieve the sets.
We haven't encountered any unpleasant surprises at any step of conference organization. CONREGO system was engineered in such way that it supports event organization from the first minute through the last one. Such robust backup let us limit the workload. In most cases, you only need to work out the plan and get the machine running... and the conference will flow just the way you want it to.
Tomasz Chrościechowski