Challenge
Managing event registrations was a time-consuming and inefficient process, relying on paper records and an inflexible third-party booking system. Participants could not visually select stalls or RV hookups, leading to logistical issues and increased staff coordination efforts.
Event staff faced manual workload increases, having to update event details across multiple platforms, making real-time adjustments difficult. Additionally, no centralized system existed for tracking stall or RV availability, limiting the ability to manage last-minute changes effectively.
The venue needed a modern, cloud-based booking solution that would automate registration, provide real-time occupancy tracking, and simplify event management.
Solution
Technology Partners designed and developed a custom online booking system, replacing the manual process with a scalable, user-friendly platform that streamlined event management.
The new cloud-based booking system allowed participants to self-register for events, select stalls and RV spots using an interactive map, and manage their reservations with ease. Event organizers could now create and manage event listings, integrating seamlessly with Facebook and SGP Events for automated updates.
To simplify future registrations, the system introduced participant accounts and profiles, allowing users to store horse and rider details for faster checkouts. The administrative dashboard provided real-time availability tracking, enabling staff to monitor occupancy, manage reservations, and generate reports with minimal manual effort.
Hosted on Microsoft Azure, the system ensured high reliability, seamless scalability, and predictable maintenance costs, providing a cost-effective long-term solution for event management.
Results
The implementation of the custom booking system transformed the registration and event management process, delivering significant improvements in efficiency, automation, and user experience.
Participants could now self-service their event registrations, reducing registration errors and staff workload. The automated stall and RV assignment system streamlined logistics planning, cutting down on manual coordination efforts.
This project was about more than just digitizing event registrations—it was about transforming the entire experience for both staff and participants. By automating stall and RV selection, streamlining event management, and integrating real-time tracking, we helped create a system that not only improves efficiency but also enhances customer satisfaction. It’s exciting to see how technology can make such a tangible impact on operations and user experience.
Stephen Deken
Service Line Manager, Technology Partners
With seamless integration into event marketing platforms, staff could publish events faster and manage last-minute changes with ease. The move to a cloud-based infrastructure ensured long-term scalability, allowing the venue to handle increased registrations without additional overhead.
Key Outcomes
- Self-service registration platform, improving user experience and reducing errors.
- Automated stall and RV assignments, eliminating manual coordination.
- Real-time availability tracking, enabling staff to manage reservations efficiently.
- Seamless event integration, allowing rapid event publishing and updates.
- Scalable cloud-based solution, ensuring long-term reliability and cost efficiency.
