DPS Software is a CAD/CAM/CAE/PLM/ERP software distributor for the industry and education sectors. DPS Forum is one of Poland’s top conferences dedicated to software and technology solutions for these sectors.
The main challenge during WaysConf was delivering an experience that would be better than an average in-person event, both in terms of organization and event activities.
By using Gridaly, the organizers managed to streamline the check-in process and provide attendees with a better event experience that encouraged meaningful connections.
Every attendee registered for the event received a digital ticket with a unique QR code that they could add to the Apple or Google Wallet. To enter the venue, they had to show the QR code to the event staff at one of three available check-in stations. The staff scanned the QR codes with Gridaly’s Check-in App. They also printed out individual stickers for attendees to put on their badges. Gridaly software allowed WaysConf organizers to check in 400+ attendees in no more than 10 seconds each and no queue formed at any time.
WaysConf organizers wanted to encourage attendees to get to know the sponsors and reach out to them during the event. They used Gridaly’s Mobile App to do that. First of all, they helped sponsors increase their brand exposure. They created sponsor booths in the in-app Expo zone, which they later named the Experts Area. Each booth provided information on the given sponsor and their brand materials. The sponsors also prepared time slots for meetings with attendees that were displayed in their booths. The attendees could select a free time slot and schedule a meeting with the sponsor.
To encourage even more meaningful connections, WaysConf used gamification. They created a series of sponsors-oriented tasks, for which the attendees would receive points in the Gridaly Mobile App. The tasks included online and offline activities. The attendees would gain points for scanning QR codes at the stationary sponsor booths, visiting online booths, downloading brochures, and scheduling meetings with sponsors' representatives. The person who gained the most points would later receive a prize.
Apart from getting to know the sponsors, the attendees were encouraged to make connections with other attendees. WaysConf launched the networking feature in the Gridaly Mobile App, which allowed people to set availability for networking and invite others for in-person meetings. Setting availability for networking was quick and easy. Attendees had to indicate the hours when they would be available and select the preferred meeting duration. Then, availability slots would appear in their profiles.
WaysConf participants could also access the in-app attendee list, browse attendees, and filter them with relevant tags. Thanks to that, the attendees scheduled 704 meetings in the Gridaly Mobile App.
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