LOCATION: Edgbaston Station, Birmingham
CLIENT: Housing Digital Live
NUMBER OF DELEGATES: 300-600
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BACKGROUND
Housing Digital Live is a free-to-attend event that had not previously utilized a conference app. In November 2023, the Conference Care team identified an opportunity on social media to pitch our services for the event, which was considering various suppliers for their app needs.
As a trusted provider of event technology, Conference Care offers comprehensive services including registration forms, websites, conference apps, and virtual event platforms. For this event, the client required tailored support to enhance attendee engagement and provide streamlined on-site operations for 300–600 attendees, 60 speakers, and 35 exhibitors.
The client’s decision to engage Conference Care was influenced by our flexibility, tailored approach, and ability to provide cost-effective solutions.
CHALLENGE
The Housing Digital Live event presented several challenges that required creative and practical solutions:
- Cost Constraints: As a free-to-attend event, the client had a limited budget, making it essential to deliver effective solutions while keeping costs down.
- App Functionality: The app needed to accommodate lead capture for exhibitors, allow for attendee check-ins, and enable real-time session management.
- On-Site Badge Printing: A significant number of attendees were expected to arrive without pre-registering, necessitating a quick and efficient badge printing process.
- Exhibitor Support: The app’s lead-capture functionality had to be intuitive and supported on-site to ensure exhibitors could fully utilise it.
- Event Logistics: Coordinating app updates, attendee check-ins, and session changes required a robust, real-time communication system during the event.
These requirements demanded a seamless integration of technology, operational efficiency, and on-site support within a tight budget and timeline.
HOW WE’VE HELPED
Conference Care addressed these challenges through a combination of expertise, flexibility, and client-focused solutions:
- Cost-Effective Proposal: After evaluating various badge printing options, we proposed a solution that balanced affordability with functionality. Sample badges were sent to the client for review, showcasing our ability to meet their needs within budget constraints.
- Customised Conference App: The app was designed to meet the client’s specific requirements, featuring exhibitor lead-capture via QR code scanning, session check-ins, and real-time communication capabilities. We incorporated the event branding into both the app and the name badge design, ensuring a professional and cohesive attendee experience.
- Efficient Onboarding and Preparation: Following an initial onboarding call, we worked closely with the client’s team to build the app and upload attendee and exhibitor details. By arriving on the setup day, I ensured that all preparations were complete before the event, avoiding last-minute rushes.
- On-Site Support: An additional team member was present on day one to guide exhibitors in using the app’s lead-capture functionality. We also managed attendee check-ins and badge printing, quickly accommodating walk-ins to minimise queues.
- Real-Time Adaptability: During the event, we worked with the on-site team to send alerts via the app, such as notifying attendees of session timing changes. The organiser app also allowed speakers to access post-event session attendance data, providing valuable insights.
The seamless execution of these solutions ensured Housing Digital Live ran smoothly, and the client was delighted with the outcome. Not only have they committed to continuing with the app and badge printing for future events, but they have also requested a registration site for their next event—a testament to the success of this collaboration.
TL;DR
Conference Care supported Housing Digital Live, a free-to-attend event in Birmingham, by delivering a customised conference app and on-site badge printing service.
The client required a cost-effective solution to accommodate 300–600 attendees, 60 speakers, and 35 exhibitors, enabling lead capture, attendee check-ins, and real-time session updates. Despite budget constraints and the need to manage unregistered walk-ins, we provided a tailored app aligned with the event’s branding and a streamlined badge printing process.
Our team ensured a seamless experience through efficient preparation, on-site support, and adaptability during the event. Exhibitors received guidance on using the app, unregistered attendees were quickly accommodated, and organisers used the app to manage session changes. The client was thrilled with the results and has since expanded their partnership with Conference Care to include registration site development for future events.
Planning a digital or hybrid event and need some extra support and advice? Get in touch to see how we can make your vision come to life: sales@conferencecare.com