Integrated event management:
Organizing an event today means being able to effectively combine physical and digital dimensions, offering participants a fluid, personalized and interactive experience, regardless of the mode of use. To meet this need, our platform provides a comprehensive, modular and adaptable digital environment that can accompany the entire organizational cycle: from planning to real-time management and post-event follow-up.
As early as the preliminary stages, it allows for the curation of digital invitations and personalized "save the date," as well as guest registration with collection of all useful information for the organization, such as biographical data, food intolerances, logistical preferences or other specific needs. Each participant is assigned a unique QR Code, which can be used for quick accreditation at the venue and automatic badge printing.
ENGIN3 - The advanced platform for the organizational secretariat
The platform allows the event agenda to be structured into multiple sessions or activities, which can be booked directly by participants. A waiting list updated in real time is activated if seats are sold out. Before and during the event, it is also possible to access all information about the location, parking lots and available transportation to get there. If travel and accommodation management is also planned, a modulo travel & accommodation is available that allows the organizing secretary to centralize and communicate details regarding flights, transfers and hotels, making them accessible directly in the participant's private area.
Through the "communications" module,the organizing secretariat staff can also send customized emails to all participants or specific groups, automatically retrieving the master and logistical information of each recipient. Sending can be done in complete autonomy and in mass mode, maintaining a high level of personalization. For even more timely communication, ideal especially during event days, the platform also allows for individual, cluster or collective SMSsending, which can always be managed directly from the management system.
After the event, a photo gallery and digital bulletin board allow users to share images and memories, encouraging the continuation of the experience even after the event is over.
Live streaming and interaction
Streaming-related features are one of the platform's strengths. Sessions can be live streamed con standard professionali, offrendo un’esperienza di visione fluida, stabile e accessibile da qualsiasi dispositivo. Tutti i contenuti sono registrati e messi a disposizione in on-demand mode, allowing users to retrieve it independently according to their own needs.
Interactivity is provided by a range of tools that enrich the enjoyment of content: participants can actively contribute through live polling, real-time quizzes , and emoticon reactions, increasing engagement and active participation. Communication among users is facilitated by a group chat, open to all participants, and private chats for confidential and direct interactions. Guests who are physically present can also view their assigned seating, simplifying logistical management.
For each live session, the following operational elements are provided to ensure the quality and success of the event:
- Dedicated digital directorfor professional video and audio stream management;
- Configuration of the virtual environment, customized to the specific needs of the event;
- Instructional materials to support speakers, aimed at proper and independent use of the platform;
- Technical connectiontests, to check the quality and stability of speakers' connections;
- Individual support to speakers, with practice sessions aimed at improving communication effectiveness;
- Real-time technical support during the eventfor timely management of any critical issues;
- Collection of performance measurements, to analyze engagement and quality of participation;
- Full recording of the event, for later on-demand and documentary use;
- Concluding debriefing meeting, for analysis of results and optimization of possible future appointments.
CONCLUSIONS
Large events and conventions need an integrated system that enables comprehensive and secure information management.
L’errore, madornale, che spesso viene fatto dal cliente finale o dall’organizzatore dell’evento, è quello di individuare la piattaforma per la segreteria organizzativa come un costo “on-top” perchè tanto “con excel alla fine si riesce lo stesso”.
Non ci si rende conto, invece, di quanto contro producente sia questo pensiero e dei benefici che apporta l’inserimento all’interno del proprio tessuto lavorativo di una piattaforma come Engin3. Vediamone alcuni:
- Saving on resources: today the secretarial staff consists of many amanuensis engaged in painstaking work of manual entry and checking.
- Saving sul dispendio di energie: l’intero staff è frequentemente sottosposto a stress generati da decisioni (o indecisioni) last-second che determinano un non semplice riassettamento dell’operatività (es. i continui ripensamenti sulle disposizioni ai tavoli delle cene). Un sistema integrato ha la gestione dei tavoli che, aiutata dagli algoritmi, individua la soluzione autonomamente in caso di spostamento di ospiti).
- Saving sui materiali di consumo. La cosa che ci ha lasciati profondamenti perplessi facendo parte dei team in segreteria dell’evento, è la smisurata quantità di stampe che viene effettuata durante il giorno. Stampe che, prodotte in decine di copie, diventano inutili nel momento in cui all’organizzatore viene data una modifiche all’operatività. Adottare un sistema significa avere – tutti – un device su cui in real-time si aggiornano le task per ognuno
These are just a few but sufficient points to make it clear that equipping yourself with an organizational secretarial platform is NOT an on-top cost, but properly utilized it represents savings on multiple fronts: economic, management, and quality of work!
Don't hesitate to ask us for information and book a demo of ENGIN3 !
