Pico Art was tasked by Autodesk to organize their Solution Day in Southeast Asia, primarily in Manila, Bangkok and Kuala Lumpur. With more than a thousand registration expected within each city, there is also a need to capture key data fields during the registration process. Thus, flexibility to accommodate various form fields based on attendee’s profile and response while providing a reliable, always-on platform is key to meeting the client’s requirements.
Distinguished guests from the legal industry were classified into 3 different categories, with assigned seating for the VVIP guests. This included luminaries from overseas, which makes management of the entire customer experience much more challenging, as seating arrangements can change right up to the night before the event.
The checking of guest names based on the invitation cards that they receive were against printed hardcopies, which takes time to browse through the hundreds of names manually. The fact that some guests forgot to bring their invitation cards added to the time taken, resulting in queues forming during the peak check-in period. This impacted the start timing of the event, as well as the overall event experience.
Resolving the pain points, one by one, through technology
The team at GEVME worked closely with the client, who was clear and focused in their requirements specifications.
Pain Point Number 1 – Printing of Invitation Cards
There are 3 color codes associated with the guests classification, and the need to print unique QR codes associated with the guest classification and seat number for VVIP guests was a critical step prior to the event day.
The team at GEVME developed a custom template based on the invitation card size provided by the client to do a mass export and printing of the QR Codes, guest names and seating classification onto the invitation cards.
Pain Point Number 2 – Last minute changes of seats
As the team had not printed the seat number on the invitation cards, flexibility was retained to change the seat number right up to the event day itself. Any updates of allocated seats were done via the database management module within GEVME, where the QR code is tied to the unique guest identification in the system.
Pain Point Number 3 – Snake queues
As the team foresee from last year’s experience the possibility of guests not bringing their invitation cards, an additional queue was set up for manual check-in. With the GEVME Access mobile app, it allows the guest registration officer to do a global search of the guest lists via a tablet, which in turn is inked to the database stored in the cloud.
In addition, three queues were set up based on the seating classification, with an additional queue for VVIP guest who are accessing from the car park. For guests with assigned seats, the seat numbers were dynamically pulled from the cloud and reflected on the tablet kiosks, which were wirelessly set up.
Zero physical cables were used throughout this set-up. In event where one queue is much longer than the other, the guests were ushered into the shorter queues to expedite the check-in process, since the database is centralized and synchronized across all devices.