CUSTOMER STORY
Teamsdagen Consolidates Their Event Tech Into One System
Benefits
Here are some of the immediate benefits Just Attend brought to Teamsdagen.
About Teamsdagen
Teamsdagen is a one-day tech conference focused on Microsoft Teams run by the Microsoft Community in Stockholm, Sweden.
It’s run on a volunteer basis by a small team of 5 organizers who are passionate about improving community knowledge within the Teams ecosystem.
Running since 2019, Teamsdagen attracts over 400 attendees in-person and 100’s more online with their live hybrid event.
The Problem Teamsdagen Faced
Like many community events budget is at the forefront of the organizer’s minds. In previous years they had been using a mixture of free and paid technology to help them manage their event, often engineering their own solutions to problems using Microsoft forms, spreadsheets, and a lot of manual labor.
Although they got through each each year, they spent countless late-night hours copying data from one system to another to keep them updated.
With the event growing, more attendees, speakers, and exhibitors it became overwhelming and they needed to find a solution that would help them scale the event without having to find more time or resource to help them.
Complicated Ticket Sales
They needed to offer online and invoiced based payment methods for ticket sales. Invoice purchases required manual ordering processes.
Multiple Apps For All
Attendees had to use one system for their ticket, Sessionize for their agenda, and exhibitors used another app for lead scanning.
Excessive Admin Effort
Organizers had to spend many hours manually updating websites and mobile app with exhibitor logos and copying user data between.
Pre-Printed Badges
Attendee badges were made by organizers at home painstakingly created by hand and then sorted through at check-in.
Check-in Delays
With less than 1 hour to check people in, trying to find their pre-printed badge took a long time and frustrated attendees.
No Lead Capture
Exhibitors were left to create their own ways to capture leads at the event and the organizers were forced to share the attendee list.
No In-Event Agenda Display
Attendees who missed the communication on which app to use for their agenda had no other way of finding what was on at the event.
No Session Feedback
Organizers relied on Microsoft Forms to capture session feedback which weren't easy to find so struggled to capture sentiment.
How Teamsdagen Solved Their Problems Using
Just Attend
Teamsdagen approached Just Attend to help them consolidate their event technology into one system. The organizers had seen the system being used at other similar events and saw the immediate benefits it would bring to their event.
The most impactful benefits they saw were onsite badge printing, digital agenda screens, and a single event app experience for both attendees and exhibitors.
They decided to use Just Attend for their entire event from call for content, ticket sales, session agenda, exhibitor management, self-service badge printing, lead scanning, and feedback.
However, to use Just Attend effectively for their event they required some features that weren’t available in the platform at the time. These were a WordPress plugin and the ability for attendees to purchase tickets using invoice payment method.
We rose to the challenge and delivered those features for them ahead of schedule and they were used with great success.
New Pay By Invoice Method
Many Teamsdagen attendees are business workers who want their organization to pay for their ticket. Due to Swedish business laws business to business payments by card are discouraged.
Before Just Attend, business customers had to email the organizers to complete the transaction offline. Then the organizers had to add the attendees manually to all their systems.
To help them, we built a pay by invoice system that would allow B2B transactions with immediate sign up reducing the admin effort for both organizer and attendee.
WordPress Integration
Just Attend prides itself on not requiring any other system to run events, including an event website.
These are of course optional and Teamsdagen wanted to create their own landing site to their taste.
They wanted to be able to show exhibitors, speakers, and the event agenda on theoir WordPress website without having to manually copy data over.
So we built our own WordPress plugin that syncs with out platform so its always up to date. We made it easy for them to integrated using shortcodes and gave them style control through CSS.
Self-Managed Badge Printing
Rather than the organizers spending days at home pre-printing an sorting attendee badges they opted for Just Attend’s self-managed onsite badge printing solution.
This solution uses our kiosk software which they install on their own laptops and run the badge printing service on site using their own hardware and volunteers.
The solution is very intuitive, quick, and requires no training. This enabled faster and more efficient check-in vs previous years.
Seamless Lead Generation For Exhibitors
Using the multi-functional event mobile app registered exhibitor staff could use their personal mobile device to login and automatically access the lead scan feature.
By using nothing more than their phone camera, they could scan an attendee’s badge to trigger a lead record.
The exhibitor admin can also add their own lead qualification questionnaire their staff need to complete whilst saving a lead.
At the end of Teamsdagen, exhibitors could export their generated leads from the platform to nurture post event.
Agenda & Digital Wallboards
Teamsdagen also used the Just Attend mobile app so that attendees could search through the content agenda and add sessions they wanted to attend to their personal list.
The mobile app also allowed attendees to access their ticket which helped with the check-in process and connect with fellow attendees.
In addition, Teamsdagen used the live agenda digital wallboards to display sessions scheduled in each room on displays outside each seminar room. This made it easy for attendees to see what is going on at any time even if they didn’t have the mobile app installed.
