Trade fair
Registration
Issue
Facilitate visitor entry to the trade fair
Location
Touquet-Paris-Plage, France
Attendance
1,000 visitors & 100 exhibitors
Website
www.equiphpa.comEquip'HPA is a trade fair for outdoor accommodation professionals, welcoming 1,000 visitors and 100 exhibitors. Visitors are invited by the organizer via e-invitations and postal mails. Thanks to the sending of invitations, 65% of visitors pre-register for the event online. 35% of visitors show up at the trade fair without online pre-registration.
Defined to meet the issues
1
Optimize event entry flow for pre-registered online visitors and non-pre-registered visitors.
2
Quickly trace the profiles of visitors not pre-registered online at the event but who have already attended a previous edition
Welcoming to our event is facilitated thanks to the implementation of three distinct processes, perfectly adapted to the profiles of our visitors: those who register on site, those who have already pre-registered online, and finally those who came to previous editions. This flow management reduces the waiting time at the entrance of the event, which helps to provide our visitors with a pleasant welcome.
Nathalie LOURTIL | EQUIP'HPA - HAUTE FRANCE
Employed to ensure the smooth running of the event
A dedicated receptionist directed visitors arriving at the event based on whether they had pre-registered online or not.
Visitors who pre-registered online and printed their badges at home were able to access the event directly. The other visitor profiles were oriented according to the following entry processes:
Fast printing of badges for pre-registered online visitors
Visitors pre-registered online who did not print their badges at home were directed to a station managed by a hostess. Our software allowed the hostess to do a quick search to find their profiles via one of the following information: name, first name, company or email address. Once a visitor's profile was found, their badge was printed and given to them with a lanyard and a badge holder.
Self-service check-in for visitors not pre-registered online
Self-service check-in stations have been set up to allow visitors to check in independently. Once the form was completed, a button on the screen allowed them to print their badges. With printers, badge holders and lanyards positioned next to the check-in stations, visitors were able to check-in on their own and then head to the lounge's front door.
Some visitors who had already come to the event during previous editions showed up at the event without having previously pre-registered online. We wanted to quickly trace their profiles in order to speed up their registration process.
Recover visitor data from previous editions
In compliance with the general conditions of use of our service and in accordance with the European data protection regulation (GDPR), we were able to integrate into our software the data relating to visitor registrations from past editions, having taken place within an interval of 28 months preceding the event.
The integration of this data allowed the hostess to quickly search the profile of visitors who were not pre-registered online and who had already come to the event during previous editions, via one of the following information: name, first name, company or email address. Once a visitor's profile was found, their badge was printed and given to them with a badge holder and a lanyard.
This approach made it possible to avoid visitors who had come to previous edition shaving to re-register, which helped to streamline entry at the opening of the event.
Obtained in a few figures
Average check-in time at the event
15 seconds
For visitors who have pre-registered online and have printed their badges at home.
Estimated time for packaging their badges.
Between 45 & 90 seconds
For pre-registered visitors whose badges are printed on site or for non-registered visitors who have already come to the show during a previous edition.
Estimated time for retrieving their profiles, printing and pocketing their badges.
Between 3 & 5 minutes
For new visitors not pre-registered online.
Estimated time for filling out the form, printing and packaging their badges.
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