The digital technology for events has revolutionized the way in which multiple logistical processes are managed: from the entry of attendees to the coordination of activities. Avoid errors and delays is not only a matter of efficiency, but also of experience: a timely, well-organized and smoothly run event leaves a positive impression and facilitates future participation. In this article, we will explore how digitization, more specifically tools such as the Speakers Platform and the Sponsor Platform from BMOTIKare changing the game.
1. Key benefits of digitizing your event
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Automatic registration of attendeesThe use of QR codes and synchronized and centralized databases reduces manual errors.
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Express check-inThe new 70%: with optimized readers, the need to customize each entry is eliminated, reducing entry times by up to more than 70%.
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Uninterrupted agenda flowReal-time control and centralized content automatically organized to avoid accumulated delays.
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Metrics trackingwith digital analytics, you can visualize reports, entry times and efficiency.
2. Digital tools for superior events
2.1 Speakers Platform
- Efficient speaker managementallows speakers to receive their invitations, upload their information, profile, materials and slots directly, without the need to process emails or files.
- Real-time agenda synchronizationchanges are immediately reflected in the event's app or website, avoiding scheduling errors.
- Intelligent notificationsThe speakers receive alerts of changes, reminders and updates, facilitating a synchronized and timely participation.
2.2 Sponsor Platform
- Digital onboarding of sponsorsSimplifies the request and reservation of spaces, participations and the digital signature of contracts.
- Centralized databasescentralizing the load of guests, sponsors, scholarship recipients, simplifies database management and reduces communication losses.
2.3 Attendee registration
- Check-in with QR or RFIDAttendees enter quickly, without queuing, and the systems validate their entry in seconds.
- Integration with existing databasesallows to automatically segment users according to their category. Also integrated with sponsors and speakers platform.
2.4 Mobile applications and digital panels
- Personalized agenda for each attendee: option to add favorites, add to calendar, among other options.
- Information panelsThe schedule of all sessions is updated without the need to reprint posters.
3. Strategies for error-free implementation
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Preliminary evaluationDefine the key needs (speakers, sponsors, attendees) and choose tools such as the Speakers and Sponsors Platform that meet those requirements.
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Pilot tests and simulationsRuns input and synchronization tests to detect possible failures.
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Team trainingMake sure the staff understands the digital workflow.
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Active monitoring on the day of the eventdesignates an incident control to resolve errors in real time.
4. Real cases of use
- PAAO CongressUsing the Speakers Platform for the speakers (almost 1000 speakers) to upload their presentations saved more than 70 minutes of delay at the end of the day.
- Expopartes FairSponsor Platform: Using the Sponsor Platform, the entire management of guests and sponsors was centralized, with more than 10,000 people processed, saving lines and management time.
5. Frequently Asked Questions
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How does the Speakers Platform reduce errors? Manage profiles, presentations and schedules digitally, avoiding mis-entered or duplicated data.
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Why use a Sponsor Platform? Centralizes uploads and approvals, preventing errors and saving time.
- What are the costs of digitizing at events? Although there is investment, the savings in paper, staff hours and errors far outweigh the investment.
Digitization is the future: it reduces errors, eliminates delays and improves the experience for attendees, speakers and sponsors. If you want to transform your next event, explore the Speakers Platform and the Sponsor Platform of BMOTIK.
