Oct 1 2024, Teamsdagen, a Microsoft Teams focussed tech conference took place at the Filadelfia Convention Center in Stockholm, Sweden.
Welcoming over 450 attendees in-person and 100’s more online for their unique hybrid event dedicated to the Swedish community, 2024’s iteration of Teamsdagen was the largest yet by selling out weeks before the event was scheduled.
Teamsdagen is run by 5 volunteer event organizers, Linus, Marten, Caroline, Amanda, and Michaela who work within the Microsoft industry and spend their spare time putting their heart and soul into organizing Teamsdagen.
In previous years they had put up with using a mixture of free event tools such as Sessionize, WordPress plugins, and a lot of manual data management to try and give attendees the event experience they needed to attend Teamsdagen.
As the event has grown year on year and combined with their daily work commitments, their time has become the scarcest resource.
For Linus and his team, streamlining their event technology use by searching for a event management system that would offer them everything they needed in one platform was a necessity if Teamsdagen was to continue to grow.
Linus and Amanda had seen Just Attend being used at another conference and approached us to see how we could help them organize their event within the free time they have to do so.
We were happy to help.
We gave Linus a trial of the system and invited his feedback to see what components of Just Attend would be useful for Teamsdagen, and if any component was missing.
The feedback was extremely positive. Linus liked the fact they could request content to be submitted by speakers, sell tickets, manage and publish their agenda, and give exhibitors a way to self-service their participation by registering their own staff and scanning leads via the mobile app.
There were a couple of components missing that Teamsdagen would need. These were the ability for attendees to buy tickets but pay by invoice rather than directly using Stripe and a way to integrate Just Attend to their WordPress site so they didn’t have to manually add exhibitor logos to their main site.
We took on this challenge and created 2 new components for them to address their needs.
Linus and his team also liked some of the additional features of the platform they hadn’t considered and identified improvements to their event that weren’t possible before.
These were live digital agenda displays and the ability for them as organizers to run their own self-managed on-site check-in badge printing service using Just Attend.
Teamsdagen worked with their venue AV team to connect their in-house digital signage solution to Just Attend’s web based room displays.
These showed the sessions live and upcoming in each room so attendees could easily find the sessions they wanted to attend.
Our wallboards are responsive to both horizontal and vertical screen orientation and dynamically update in the background so content is always up to date, even when unplanned changes occur.
Previous Teamsdagen events, Amanda has been painstakingly printing attendee badges at home in the evening, then handing them out to attendees as they arrive.
As the event is now approaching 500 people, that isn’t sustainable for her or for the environment, so being able to implement onsite badge printing became a must have feature for Teamsdagen this year.
When talking through the requirements for badge printing, we presented a few options including a fully managed solution run by us at their event as well as self-managed badge printing.
Self-managed badge printing was chosen by the Teamsdagen organizers. They utilized their existing laptops to install the Just Attend check-in kiosk and purchased low cost thermal printers to create their check-in kiosks.
Amanda wanted attendee badges to be high quality, durable, and with a laminated finish beyond what could be easily produced on demand within a few seconds of an attendee scanning their ticket.
This is no problem for us, Amanda was able to design and source the branded badge blanks from a local supplier and used our check-in kiosk connected to thermal printers to print the variable attendee data onto sticky labels which could be attached to the branded badge blank.
Using the kiosk settings, the variable data can be printed in any format giving them complete flexibility on how the finished badge would look. Having the ability to change the language of the badge types into Swedish was a nice feature they took advantage of.
On the day, the kiosks were placed at the venue entrance and were staffed with 2 volunteers who handed out attendee lanyards and greeted them with a smile. The check-in was seamless, intuitive, and trouble free.
We also went the extra mile to ensure Teamsdagen went off without a hitch. We sent one of our team members to Stockholm for technical support and to assist the organizers with any query relating to our system.
Whilst there, out of 456 people, we helped just 5 people who had forgotten their email address or hadn’t registered for the event. It was an amazing experience to see Just Attend being used so freely and trouble free.
This is not something we have seen at other events who use other event tech that isn’t Just Attend.
We’re incredibly grateful to Teamsdagen for their business and trust and we look forward to supporting their future events.
If you would like to streamline your event technology and make your organizing life a whole lot easier, let’s talk!
