Event Registration Case Study
Our fully branded event registration system was used to register and manage the delegates for the latest Pizza Express conference and awards ceremony.
The event took place at the ICC in Birmingham for 670 delegates, made up mainly if Pizza Express Restaurant Managers.
Premier’s in-house Event Management and Delegate Management teams worked closely with the internal comms team at Pizza Express to manage the event.
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How do we manage the delegates for an event of this size?
Gather the data
Capturing the delegate data is the starting process for our team; we do this by creating a branded event registration form. The form is tailored completely to the event and contains multiple logics, allow for strategic questions based on previous question answers and back of house data. The team also links with our internal Creative team to ensure the form is cohesive with the wider event branding.
As well as creating a list of attendees, we also need to collate dietary requirements, hotel preferences, arrival time, emergency contact details and store details.
Weekly reports produced by our event registration system and analysed by our Delegate Management team were shared to the client so that they could track sign up for the event from their Restaurant Managers.
Emails
As well as sending emails to delegates and suppliers asking them to complete the forms, our team will send several subsequent emails through the delegate management system. For this event, they included:
Attendance Confirmation: This email confirms the delegate’s registration for the event.
Joining Instructions: Sent one week before the event; this includes a delegate’s personalised agenda for the event, their hotel information, travel instructions and their personalised QR code to access the event.
Today’s the Day: This is a repeat of the joining instructions, but it was sent on the event day to ensure that it’s at the ‘top of the inbox’ when delegates arrive on site and need to scan their QR code to enter.
Post-Event Feedback: Sent after the week with a link to a personalised form where we asked for feedback about all elements of the event that can be incorporated into making the following year’s event even better.
On-Site Registration
Our fleet of event registration kiosks work seamlessly with our event registration system. Allowing for the QR code created by our event registration system to be used as the check-in QR code for all round ease.
When guests arrived at the venue, having dropped off their bags for hotel room drops, they made their way up the escalators to the check-in area. Here the team designed the perfect delegate flow to ensure a smooth arrival process whilst staying compliant with Crowd Control and Health & Safety regulations, aided by our in stock tensator barriers.
After delegates had scanned their QR code via our 10x kiosks, the kiosks take 13 seconds from being shown a QR code to printing out a double-sided badge. This allowed us to ensure that entry to the event was speedy.
Once they had printed their badge, they were directed to our ‘swag’ station to collect a branded water bottle and their lanyard, which they attached to their badge.
Help Desk
As with all events, there will be delegates who have queries. We find that the best way to handle these is at a branded help desk. We staff this using a member of our Delegate Management team, who has access to all of the event and delegate data.
The help desk can also also be a meeting point for delegates during the day. We carry a number of phone chargers with us that are used by delegates throughout the event.
To find out more about how our event registration system could be used to support your next event, speak to our friendly team today.
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