Automating Event Success: 2024 Arkansas SHRM Conference

Custom Solutions for Seamless Event Management

Discover how we transformed event management for the 2024 Arkansas SHRM Conference with a custom web application. Learn how automation and streamlined processes boosted efficiency, enhanced attendee experiences, and increased sponsorship revenue.

In the dynamic realm of event management, the orchestration of sponsors, exhibitors, and attendees demands precision, adaptability, and seamless coordination. Custom web applications tailored to the specific needs of event organizers serve as indispensable tools, empowering organizers with efficient solutions for managing diverse stakeholders. This case study delves into a transformative journey of upgrading a custom web application dedicated to event management. Read about the evolution of this custom web application and discover the impact it has had on enhancing efficiency, communication, and overall event success.

Customer Name: 2024 Arkansas SHRM Conference

Industry: Human Resources / Non-Profit

Size of Business: Large-scale 501c3 non-profit with operations spanning Arkansas

Customer Story

The annual ARSHRM Conference and Expo serves more than 450 human resources professionals every year and offers one of the best opportunities to market companies to the leaders of the HR profession. They have been working with us for several years in evolving and growing the web application that was custom-built for them by our crew. In 2024, after a comprehensive assessment we have added even more functionality.

The Business Challenge / Opportunity

The 2024 ARSHRM Conference was grappling with volunteer-based committees and the continuity of information and process consistency both online and offline year over year. The lack of automated processes left manual tasks for each volunteer to figure out, which reduced committee productivity, and overall satisfaction with administering the conference was more challenging. Moreover, with the conference growing every year and growing more complex, it was imperative that the 2024 ARSHRM Conference optimize their operations to attract and retain top talent while driving the committee’s goals.

Our Process

At the onset of the collaboration, the team from the 2024 ARSHRM Conference conducted a comprehensive assessment of the existing framework, identifying pain points, gaps, and areas for improvement. Leveraging insights from industry best practices and cutting-edge methodologies, we developed an automation roadmap. The solution encompassed the following key components:

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Custom Web Application

Implemented to streamline administrative work involved in managing the yearly HR conferences.

Provided custom software to streamline processes previously done manually by volunteers. Automation we created for the nonprofit to become more self-sufficient.

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Admin Dashboard

Centralized access to comped links for registrants and sponsor levels for easy sharing and accessibility. Displayed basic stats such as current number of registrants, sponsors approved, and speakers approved.

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Schedule, Session, Programs, & Keynotes

Automated management of conference schedules, sessions, programs, and keynote speakers

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Speakers Automation

Enhanced speaker management with automated processes for presentation uploads and short bio submissions

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Sponsorship Automation

Introduced a comprehensive suite of sponsor functionalities with online sign-up and payment options. Automated approval workflows and recognition page layout adjustments.

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Exhibitor Automation

Upgraded exhibitor registration processes to allow for add-on sponsorship packages. Automated approval and posting processes for exhibitors, including booth number assignments.

Results

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Enhanced operational efficiency

Enhanced operational efficiency with streamlined processes and reduced administrative overhead.

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Improved attendee engagement

Improved attendee engagement and satisfaction through seamless registration processes and enhanced communication channels.

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Increased sponsorship participation

Increased sponsorship participation and revenue generation with comprehensive sponsor functionalities.

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Elevated exhibitor experience

Elevated exhibitor experience with automated processes and improved communication channels.

Customer Perspective

“Partnering with Shield Bar Marketing (formerly known as Copper Cup Marketing) was instrumental in driving our HR transformation journey. Their expertise, guidance, and innovative solutions have empowered us to navigate complex challenges, enhance attendee experiences, and drive sustainable business growth. The outcomes achieved have surpassed our expectations, and we are excited to continue our partnership to drive further innovation and success.”

– Website Chair, 2024 ARSHRM Conference

Conclusion

In conclusion, the upgrades made to the custom web application have significantly enhanced its functionality, efficiency, and user experience. By implementing comprehensive sponsor and exhibitor management features, streamlined registration processes, automated approval workflows, and improved communication channels, the web application has become a more robust and user-friendly platform for organizing events and managing sponsorships. These upgrades have demonstrated the value of investing in technology solutions tailored to the specific needs of event organizers, ultimately contributing to more successful and impactful events.

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