The Challenge
A client’s operations group – which included therapists, care support teams and leadership – required a 1.5‑day event to align on company updates, including new AI implementations. Their pain points included:
- Managing complex attendee registration and rooming lists.
- Co-ordinating AV and F&B with the venue.
- Ensuring smooth ground transportation and offsite activities.
- Delivering personalised experiences for a diverse attendee base.
- Providing real-time visibility into attendance and check-in data.
The Solution
Reed & Mackay’s US team, led by Event Manager Deena Sterling and Event Co-ordinator Tyler Conroy, provided end‑to‑end event management:
- Venue sourcing and negotiation: The team selected Hilton Chicago for its competitive rates and flexible meeting space.
- Guest registration: Using Cvent OnArrival with iPads and QR codes, attendees checked in seamlessly, receiving personalised gift bags with branded sweatshirts and agenda materials.
- Real-time data insights: 98% check-in completion was achieved, with live visibility into attendee numbers and peak registration times (notably around 3pm).
- Rooming list management: Dietary restrictions and badge preferences were captured digitally, streamlining F&B and logistics.
- AV & F&B coordination: Close collaboration with the hotel ensured smooth delivery of technical and catering requirements.
- Ground transportation: Managed transfers for all attendees, including international arrivals.
- Offsite activity: A private three‑hour-chartered cruise on Lake Michigan, complete with dining and entertainment across three decks, created a memorable experience despite challenging weather.
- Event branding: Pre‑printed magnetic name badges, stage furniture and swag bags reinforced the company’s identity.
Results
- 98% attendee check-in completion with real-time visibility for the client.
- Valuable data insights on peak registration times, enabling smarter staffing for future events.
- Seamless logistics freed up Executive Assistants from day‑to‑day attendee management.
- Positive feedback from attendees, with strong engagement across all generations and roles.
- Established foundation for future collaboration.
Why it matters
This event highlights how technology and human expertise combine to transform corporate events:
- Event tech, like Cvent OnArrival, provides measurable ROI through efficiency and data insights.
- Personalisation – from gift bags to offsite experiences – drives engagement and brand loyalty.
- End‑to‑end management ensures consistency and peace of mind for internal teams.
“The client loved seeing attendee numbers in real time,” Sterling says. “This data is becomingly increasingly important for event planners – on site you can work out dietary restrictions easily, what you would like printed on name badges and can include as many questions for attendees as you want. For future events the data is able tell us when peak check-in time is and this helps with registration desk staffing. It allowed the client to handle other matters around the event since they knew how many people were left to check in.”
By partnering with Reed & Mackay, this organisation transformed a complex operations meeting into a seamless, data‑driven experience that achieved 98% attendee engagement and set a new benchmark for future events.
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