Streamlining event management for a global NGO

The Challenge

Our client is a global organization that hosts multi-day conferences and smaller seminars worldwide. These events bring together hundreds of participants, including high-profile guests, across multiple venues and require seamless coordination with numerous vendors.

However, their previous event management system was outdated. After more than a decade of patches and quick fixes, it had become difficult to navigate and maintain. Organizers struggled with inefficiencies, inconsistent data, and limited flexibility.

They needed a modern, intuitive solution — one that retained familiar workflows but eliminated unnecessary complexity.

Our Approach

To ensure we built the right solution, we started by speaking with the people who used the system daily. We conducted interviews to understand their biggest pain points and workflow challenges.

Our findings revealed that while the old system had become cumbersome, many of its core workflows were deeply embedded in the team’s operations. A complete overhaul without continuity would disrupt ongoing event planning. With this in mind, we took a structured approach:

• Data audit: We reviewed the existing data structure, identifying inconsistencies and areas for improvement.
• User journey mapping: We outlined key workflows to ensure the new system was intuitive and familiar.
• UI/UX design: We created a clean, user-friendly interface that streamlined event management without forcing users to start from scratch.
• Content consistency: We standardized microcopy across the application to eliminate confusion.
• Development & delivery: Our web development team built the system using open-source technologies, ensuring scalability and cost-effectiveness.

The Solution

The result was a comprehensive 360° event management platform that addressed every stage of the event lifecycle. Key features include:

• Smart registration forms: Attendee registration with conditional logic for customized experiences.
• Automated communication: An easy-to-use email builder with dynamic conditions for personalized messaging.
• Advanced filtering: Quick participant tracking based on attendance status and other attributes.
• Transportation & contact management: Built-in tools for seamless logistics coordination.
• Subevent handling: A flexible system to manage smaller sessions within larger conferences.
• Data management: Streamlined imports, exports, and automatic matching of new registrations with existing contact records.