Challenges and solutions
Up to date, we have created 7 versions of the platform (one per each of the conferences, each obsolete version replaced by the most recent one). We started the project from scratch and developed it according to the client’s specifications.
One of the main challenges in the project was ensuring a smooth payment process. We had to take into account all payment systems used by conference participants and integrate them into the platform. We carefully tested each of those payment systems (manual testing).
Within the platform, each participant has their own private account where they can see a list of other participants, their contacts and tons of useful information pertaining to the event. We did our best to facilitate the registration process: if a participant faced any troubles during the registration and the process was interrupted, upon their request, the system generated an individual reference and sent them right to the stage where that fault had occurred. Thus, the participant had no need to restart the registration from the very beginning.
Apart from the payment issues, the key necessities of any event are interactive elements, greater flexibility and responsiveness to any last-minute changes. Therefore, we delivered a multifunctional administration panel that covers all those needs. These are only some of the main functionalities of the system.
- Production of badges. Generating and printing out conference badges and packages (both individual and corporate) with JPEG to PDF conversion. Randomly generating team’s mascot images and adding them to badges (all participants take part in competitions and earn scores, all team members are selected randomly)
- CMS and interactive components. Automated creation of subscription banners, possibility to upload conference programs, photos of speakers and participants, announcements and ads via admin panel, demonstration of team scores (gamification element of the conference), broadcast of twits marked with the OP conference hashtags with the help of sliders in real time.
- CRM and KPI tracking components. Automated calculation of discounts (both for individual and corporate participants), set up of currency exchange rates, set up of deadlines for discounts and price changes. We also provided the possibility to conclude agreements for participation in the conferences (upon request of corporate participants).
Also, an OP customer can track how many participants bought their tickets from a certain sales manager, how and when potential participants were engaged (UTM marks), etc. With the help of our special billing feature, our partners have possibility to track all participants that used their promo code.
Working on this version of the platform, we had to overcome some difficulties with different time zones. The site is hosted in Ukraine, but we needed to switch it to the Poland time zone, as the current conference will be held in Poland.