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.
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
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, 2024 ARSHRM Conference recognized the imperative to 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, an automation roadmap was developed. The solution encompassed the following key components:
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.
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.
Schedule, Session, Programs, & Keynotes
Automated management of conference schedules, sessions, programs, and keynote speakers.
Speakers Automation
Enhanced speaker management with automated processes for presentation uploads and short bio submissions.
Sponsorship Automation
Introduced a comprehensive suite of sponsor functionalities with online sign-up and payment options. Automated approval workflows and recognition page layout adjustments.
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
Enhanced operational efficiency
Enhanced operational efficiency with streamlined processes and reduced administrative overhead.
Improved attendee engagement
Improved attendee engagement and satisfaction through seamless registration processes and enhanced communication channels.
Increased sponsorship participation
Increased sponsorship participation and revenue generation with comprehensive sponsor functionalities.
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.