Curating a white-glove experience through key technology efficiencies.
reduction in printing costs with mobile app
reduction in staff requirements
mobile app adoption rate
MDVIP operates a network of physicians who practice preventative and personalized primary-care medicine. The event team supports MDVIP’s biennial national meeting and four annual recruitment programs, in addition to countless recruitment dinners, mid-size corporate events, an incentive trip, and annual holiday party. The small team helps support vital KPI’s tied to recruitment efforts, networking opportunities, and much more.
Scaling Expectations with a Small Team
With an expanding suite of events, the team knew they needed to scale without adding additional resources. Homegrown solutions included insufficient registration software that was supported with Excel sheets and other manual processes. “We have very small team, so using spreadsheets only made our job a lot more stressful and inaccurate,” notes Elizabeth Young, Event Manager. With their team stretched to the limit, the marquee event could only scale so far. They sought to bolster their marketing efforts, streamline registration, enhance reporting, and expand their mobile app use with an integrated technology solution.
As their smaller events depended heavily on providing white glove service, the team was hesitant to replace personalized experiences with automated technology. For their National Meeting in 2018, they needed to manage high expectations from executive management and the board of directors. The previous year’s meeting featured an event app that did not meet those expectations, as it was difficult to use, had an underdeveloped user interface, and failed to function as intended. Challenged to create a premier onsite experience, the team turned to event technology. “We were worried the technology had more features than we would ever use,” explains Elizabeth. “However, in the end, Cvent turned out to be the perfect match.”
Upgrading the Registration Experience with Cvent Solutions
Delving into the Cvent platform meant the entire team received hands-on training from their Cvent account team. By partnering with product experts, they leveraged the integrated platform to better support their 2018 National Meeting. Using Cvent’s Event Management solution, they streamlined their registration process with a modern, intuitive website. By eliminating Excel documents and pulling key data into the backend, they were able to eliminate inaccuracies and countless hours of manual labor. The intuitive registration process impressed attendees while reducing frustrations and inquiries. The result was a 50% reduction staff requirements for registration management.
To create an even more impressive onsite experience, MDVIP adopted Cvent’s Onsite Solutions. “When we started to use Cvent, we saw that there were many other tools within the product line that appealed to us. We ended up using OnArrival as a result,” notes Elizabeth. The team processed attendees at a record pace. Both attendees and staff were thrilled with reduced wait times and the elimination of a chaotic check-in experience. “I think it really changed the appearance of our meeting,” adds Elizabeth. “People felt like they were coming to an impressive, high tech conference where it really helped our company and our brand.”
A rapid check-in experience granted employees additional networking time with attendees, supporting goals for retention, higher renewal rates, and additional lead generation opportunities. “We literally cut our staff in half for that front desk, and we were able to get people through the lines quicker,” Elizabeth adds. As a value-add, the additional time created more opportunities for attendees to engage with sponsors and exhibitors as well.