Case Study: MICE Poland Personality of the Year Gala 2015
At the end of 2015, we were invited to collaborate on organizing the MICE Poland Personality of the Year Gala 2015.
Our role was to provide an event registration software and support the reception desk during the gala.
Organizing a prestigious event like the MICE Poland Personality of the Year Gala 2015 requires efficient management of registration, invitations, and on-site guest services. At the end of 2015, MICE Poland approached us to deliver an Event Management Tool and provide support for the event’s reception.
Our goal was to ensure a smooth accreditation process for hundreds of invited guests while eliminating the risk of queues and registration errors.
Organizational Challenges
1. Exclusive nature of the event
The gala was a private, invitation-only event, meaning that only invited guests could attend. A solution was needed to ensure full control over the registration and verification process, preventing unauthorized individuals from accessing the event.
2. Consistent and professional communication
The organizers sought an elegant and modern way to invite guests, eliminating the need for manual participant list management and invitation distribution.
3. Efficient reception management
One of the key aspects of the event was an effective reception process, allowing for quick participant check-in and badge issuance. The priority was to prevent queues and streamline on-site logistics.
How CONREGO Addressed These Challenges
1. A Dedicated Registration Platform
A month before the event, we launched a registration website designed to align with the event’s visual identity. Access to the platform was restricted to individuals with unique invitation codes, ensuring that the organizers maintained full control over the guest list while eliminating the risk of unauthorized registrations.
2. Automated Invitation and Ticket Distribution
By integrating our system with attendee management processes, we generated over 1,000 unique invitation codes, which were printed on elegant invitations distributed by MICE Poland. Each confirmed participant received a personalized QR-coded ticket the day before the event in PDF format, allowing them to either print it or display it on their smartphone.
The final result is shown in the screenshot below.
3. Efficient Reception with the Check-in System
During the gala, we implemented the Check-in module, enabling fast and accurate attendee identification.
We set up laptops and QR code scanners at the reception desk, allowing for instant guest verification and significantly speeding up the accreditation process.
As a result:
- Attendees were checked in without the need to manually search for names on paper lists.
- Organizers had real-time visibility of attendee check-in status.
- The risk of unauthorized entry was completely eliminated.
Final Outcome
The eighth edition of the MICE Poland Personality of the Year Gala took place at EXPO XXI in Warsaw, bringing together nearly 600 event industry professionals. From a list of 40 nominees, winners were selected in four key categories: Client, Supplier, Organizer, and Venue Manager.
By implementing CONREGO, event organizers:
- Streamlined the registration process, eliminating errors and delays.
- Automated the distribution of invitations and tickets.
- Ensured a quick and seamless check-in process.
- Maintained real-time control over the guest list.
The MICE Poland Personality of the Year Gala 2015 was yet another example of how properly selected registration and attendee management tools can make any event more professional and efficient.