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One platform for international events, from application to arrival

One system carries an event from the first application to the delegate's arrival, and a new event starts from a setup wizard instead of a rebuild.

International events before the platform
3
Separate tools it replaces
5
Delegate portal screens
11
Client
International events organiser
Sector
International events
Work
Event technology · Payments · Automation · Delegate portal · Admin console
Our role
Technology partner: we designed and built the platform.
Engagement
A long-running relationship. It started with the websites, grew into registration for three international events, and became one platform for every event.
The admin console for one event: delegates in the funnel, payments and confirmations awaiting action, interviews submitted and scored, and emails sent.

The situation

Our client runs international programmes: multi-day forums that bring delegates from many countries to a host city for dialogue, visits and simulations.

Every event follows the same path. People apply, some pay and some are interviewed for scholarships, results go out, places are confirmed, documents are issued, and delegates need everything in one place before they travel.

The challenge

We had worked with them for years, first on their websites and then on registration for three international events. Even so, each event still ran on a patchwork: one tool for forms, another for payments, another for automations, with spreadsheets and email in between.

Each new city meant rebuilding the same steps, and the team spent its time moving data between tools instead of looking after delegates.

Where we started

Instead of patching the next event, we mapped the whole journey once, from the first application to the delegate arriving at the venue, and agreed which steps should run on their own and which need a person.

Privacy and money were designed in from the start. Sensitive personal details are encrypted, each event's data is kept apart, and every amount is calculated on the server.

What we built

One web app with three sides. Applicants fill in a short form with the payment built into it. The team works in an admin console: it creates events through a guided wizard, builds video interviews, scores applicants and releases results.

Confirmed delegates get their own portal with their schedule, hotel, documents and an ID card with a QR code. Emails go out automatically at each step, and invitation letters and hotel vouchers are generated for every delegate.

Apply and pay in one formAn applicant fills in four short steps, accepts the terms and pays the application fee inside the form. Their portal account is created as soon as the payment clears.

The difference

The steps that lived in separate tools now happen in one place, and setting up a new event means filling in a wizard, not rebuilding a process.

Delegates get one login for everything about their trip. The team works from one console instead of five tools and a spreadsheet.

Score an interview and award the resultThe team watches the applicant's video answer, reads the written ones, scores the interview and awards a scholarship tier. The congratulations email goes out on its own.

The bigger picture

This is the kind of relationship we aim to build. It started with fixing the websites. Registration for one event became registration for three, and what we learned from those events became the platform.

Digital transformation does not have to be one giant project. The technology grows with the organisation, one solved problem at a time.

View more of the platform4 more recordings
Several events at onceEvery event the organisation runs sits in one list, each with its own status. Open one and the whole funnel is there: over 500 delegates in this one.
Set up a new eventA three-step wizard: the basics, which forms and prices to open, and the deadlines. The event's public address and preview build as you type.
Design the emailsEach automatic email can be redesigned per event and previewed on desktop and mobile before it is published.
The delegate's portalOn their phone, a delegate sees what to do next, their credential, the programme they can save sessions from, and their documents.
TechnologyWhat it is built with
  • Next.js
  • TypeScript
  • PostgreSQL with row-level security
  • Encrypted personal data
  • Embedded card payments
  • Transactional email
  • PDF and QR generation

A note on privacy: to protect our client, the screens and recordings on this page come from a demo copy of the platform filled with test data. The organisation, event and people shown are invented.

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