There are a lot of different pieces of information to oversee during events, and since the beginning of COVID-19 many more have been introduced. Organizers have a lot on their plate when dealing with registration, check-in, contact tracing and all the other components involved in event planning. This can be overwhelming to handle manually, especially with the added pressure of COVID-19 contact tracing and keeping everyone safe. It is important to have a central location where all the required information can be stored and managed, but with a high volume of guests and details to keep track of, this can be a challenge to do manually.
A digital solution can take control of these details and make the whole process much smoother for union event organizers and their guests. SimplyCast presents the idea of an automated event management solution, designed to leverage digital engagement technology to help union members organize events.
This solution is intended to be used by event management staff, and any guests that may attend.
The Process
When organizations have a big event coming up, they need ways to manage all event information without creating additional work for employees. This has always been the case, but is even more important with the public health protocols the pandemic has brought on. By streamlining the screening and check-in process, organizers no longer have to manually track any guest information, and the bulk of the process will be managed with automated technology. There are just a few steps for event organizers and guests to follow to make this solution run smoothly.
Event Organizer- Step 1
The first step for the organizational staff, is to create an online form for guests to fill out before the event. You will want to ask for information such as name, contact details, and documentation, and when complete this form can be forwarded to other staff members for a review. This form can be altered and customized to gather any information that your specific organization needs from their guests.
Guest- Step 1
Each guest will receive a personalized reminder message prior to the event, which is automatically generated by the solution. They will receive a few simple pieces of information such as a personalized greeting, the event date, and any further steps that may be required. They may be instructed to fill out a screening form before attending the event, which will be sent during this step.
Event Organizer- Step 2
If any additional documents are required before the event, staff will be alerted and can reach out to guests. This allows them to confirm any additional details before the day of the event, to avoid confusion or miscommunications.
Guest- Step 2
Contact tracing is important when hosting gatherings today and managing it with automation is much more efficient. Guests simply have to scan a QR code upon arrival and fill out a short form. There is also an option for an SMS code to be sent, but either way the guest will receive confirmation once the form is completed. All of this information will be collected and stored in the central database, so there is no need for guests or staff to manually keep track.
Event Organizer- Step 3
The last step is for the organization to review the information gathered at the event and make any improvements necessary to better the system in the future.
Why SimplyCast?
That’s the core of what it takes to create an effective union event management solution and it’s only scratching the surface of what is possible when it comes to using digital technology to improve organizational tasks.
The SimplyCast platform is a no-code platform that allows anyone to build and edit their solution. As a result, this solution is fully customizable, it can be tweaked or altered to meet the exact needs of every institution.
Don’t worry about scalability and security! SimplyCast is an ISO 27001:2013-certified company with data centers in the USA and Canada. This means we can assure you that your confidential data is safe on our secure server and the messages you transmit are completely encrypted. Our platform has the capacity to send 100,000+ messages every hour and allows 10,000+ concurrent sessions. We can also acquire additional gateways and servers if you need them.
Most importantly, we have a 99.5% minimum uptime. With our solution, you can have peace of mind.
Interested?
Don’t wait! Our experts are ready to give you a one-on-one demo to explain how this solution works.
Simply request a demo by clicking the button below and let us show you how our solution can help you manage your union events more efficiently.
