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Flypaper

Case Study: Chamber event check-in

Challenge:

As part of the Vantage Sandbox, Flypaper helps brands digitally enhance their touchpoints to boost efficiency and improve customer experience. Our team offers all the hardware, technology, and creative solutions needed to seamlessly digitize any project.

The Winnipeg Chamber of Commerce, a long-term Vantage client, was looking to improve their event registration process. At previous Chamber events, the manual registration process would create a bottleneck that slowed down the flow into the room. Not only would this cause a crowd to accumulate, it ate up precious time, created unnecessary stress for event organizers, and subtracted from the experience for all involved.

The Chamber wanted an easy, fast, self-serve solution that would speed up the process, require less staff to run the show, and provide a better experience for attendees, as well as current and future Chamber members. 

The registration process involves more than just confirming attendance. The new solution would need to control who sits where and manage the administrative contact (which is often different from the personal contact of the attendee). This touchpoint would also need to sort the guests of table sponsors and customize sponsor recognition. 

While a change in The Chamber’s registration process was crucial, they still worried that change adoption amongst event staff and attendees would be difficult. 

Solution: 

Previously, Flypaper had designed solutions for various clients, including technology for lead nurturing, virtual reality tours, audience capture, activation and exhibit marketing, cross-selling opportunities, and loyalty program sign-up. 

Flypaper has access to a range of leading hardware options that are compatible with all of the most popular makes and models of tablets. We were able to repurpose the client’s existing iPads and create branded self-check-in kiosks. By organizing all the registration data that The Chamber needed, these touchpoints would add security and elegance to the event. 

Our team had experienced Chamber events first-hand and was familiar with the pain points the team described. We knew that, since table numbers and seating plans could not be defined until ticket sales were closed, the system would have to be easily adjustable to suit various Chamber events. We created several system prototypes and received real-time feedback from The Chamber’s event team to determine which features worked the best and to pinpoint any opportunities for improvement.

From there, we were able to prepare iPads that could be easily activated at each Chamber event. Once ticket sales closed, the tablets would be programmed to contain all the necessary registration data. 

Photo credit: Mike Sudoma


Photo credit: Mike Sudoma

Come the event, attendees could check-in all on their own, using a recognizable and accessible device. The interface would enable guests to find which table they were assigned to, as well as the names of their tablemates. The solution could be easily scaled to accommodate 30 attendees or thousands of people.

In addition to the self-serve terminals, we created a virtual check-in feature. This way, attendees could access the interface remotely and register for the event in advance. 


Photo credit: Mike Sudoma

To avoid any difficulties during the change adoption process, the self-serve terminals were offered as an alternative to the registration table. This way, any guests or Chamber members who preferred not to use the technology on their own could be assisted by event staff at the registration desk, where an iPad would still be part of the experience and raise awareness of the new solution. 

Volunteers would also be available with devices in-hand to assist anyone not at the tables or self-serve kiosks—like those on their way to the coat check area! 

Results:

By introducing this technology to the registration process, we were able to eliminate crowds, lines, wasted time, and stress for all event attendees and organizers. 


Photo credit: Mike Sudoma


Photo credit: Mike Sudoma

The terminals also created a new registration touchpoint for sponsor recognition, which the Chamber’s sales team was able to leverage.

On top of the technology’s performance, the very presence of the kiosks made the events feel more progressive and organized. The system successfully enhanced brand and event perception.

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