Insights into a client journey: elevating conference management amidst growing demand and complexity
A global lockdown between 2020 and 2021 brought conferences and major events to a sudden halt. However, since 2023, we’ve seen a rise in the number of events as in-person gatherings prove more valuable than ever.
Have you ever wondered what it takes from an operational point of view to organise a successful conference in today’s demanding and ever-changing environment? How to get the (magic) mix of smart products, smooth processes and committed people? Or how to remain agile and respond quickly to new needs and trends? Wiz-Team’s partnership with Major Events International (MEI) provides us with some interesting insights!
Step 1: Build a solid partnership for success
In January 2024, Wiz-Team was selected as MEI’s official event management system provider bringing Wiz-Team’s all-in-one event management platform Event-Works to MEI’s Global Summits and events for 2024, 2025, and 2026. From event registrations to workforce management, Event-Works provides a suite of customisable tools designed to flex and scale to the changing needs of an evolving event delivery.
“Our three-year partnership with MEI is an exciting journey during which we are working closely together to gradually enhance the conference experience for everyone involved – from the MEI event managers to the volunteers and the delegates,” highlights Wiz-Team Chief Operations Officer Tim Goethals. “We operate in an ever-changing environment and our optimisation efforts never stop.”
The first year of collaboration has already driven significant improvements at MEI events. At the Major Events International Ltd Hosts & Federations Summit 2024 held in June in Lausanne, Switzerland, Wiz-Team facilitated seamless operations by delivering guest registration, accreditation, access control, data management and onsite support. It also personalised its event delegate mobile app – EWToGo – for the Summit, allowing participants to connect with each other and have, at their fingertips, all the necessary information to get the most out of the event.
Step 2: Empower event managers
“The first event with MEI in June was a great learning experience for both sides,” said Wiz-Team’s Events and Communications Coordinator Beverly Hertig. “We realised that we’d need to further train the MEI workforce to make them even more autonomous and familiar with our solution. That’s what we did, and we saw huge improvements at the MEI Events Summit 2024 held earlier this month in Manchester.”
For the UK-based event, Wiz-Team introduced self-check-in kiosks, operated in collaboration with fielddrive. Upon entering the venue for the first time, delegates could either scan their personal QR code received in a pre-event email or within their MEI Delegate App, or use facial recognition technology—truly a game changer. This innovation makes the registration and accreditation process smoother and faster.
Through a seamless data integration, the kiosks locate the participant, validate their status as approved, ask for verification of identity, and generate their customised accreditation. All of this happens in less than 20 seconds, with the printing itself lasting between six and eight seconds, and in full colour with attendee photo on sustainable paper.
Step 3: Knowledge-sharing and collective learning
Wiz-Team’s involvement with MEI does not end with the successful delivery of event management solutions and onsite services. Our growing company also shares its insights and experience with other industry players during dedicated panels at MEI events. In Manchester, for instance, our Head of Programme Management Office Cathy Chapman took to the stage to join the discussions on “Tech and digital transformation for greater efficiency and fan engagement”.
Following the panel, Cathy explained: “To increase fan engagement it’s vital to understand who your fans are. Technology is giving us new ways to segment populations and really understand their needs and adapt different ways of addressing them. This can deepen engagement and be monetised.” Referring to Event-Works’ powerful and ever-evolving data management functionalities she added, “From a back-office perspective, understanding what data we have and using visualisation tools to interpret it is enabling us to take good decisions, increasing efficiency, reducing cost and learning for the future.”
Step 4: Celebrate the wins, big and small, along the way
During the Summit in Manchester, Wiz-Team was honoured with MEI’s Best Service Delivery Innovation Award – a recognition that has boosted motivation across the entire team.
Speaking on this occasion, Andy Rice, Chief Operating Officer at MEI, stated: “Most of Wiz-Team’s staff members have worked as event managers in previous roles and they know the pain points. They also know when and where to jump in – be it with tech solutions or human support. That’s why they are the well-deserved winner of our “Best Service Delivery Innovation” Award. There is no doubt that Wiz-Team is shifting and shaping the event management industry, and we are proud to partner with them.“
Step 5: Plan ahead
With 2024 being such an eventful year for both Wiz-Team and MEI, what’s next? The past months have shown that progress and sustainable change come in phases.
“We need to align our products with our own processes and people, but also with those of our clients,” shared Tim Goethals. “With MEI we will build on our constructive collaboration so far and keep introducing more solutions that will benefit their flagship events. For instance, we will provide our web-based app ‘SitPlan’, which is fully integrated with Event-Works, for MEI dinners.”
Based on a venue floor plan, this pragmatic solution allows event managers to create customised table arrangements, seating capacities and seating assignments for a specific event, activity, or session.
As for the next major MEI event on the horizon: the Major Events International Ltd Hosts & Federations Summit 2025 will be held from 16 to 18 June 2025 in Lausanne, Switzerland. Mark your diaries!
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