Overview
Inzpire Ltd. – an award-winning supplier of defence and security products, training and technical consultancy services, and a trusted partner of the UK MoD and Armed Forces worldwide – sought to break away from the conventional trade shows and exhibitions that defined their event calendar. To this end, they hosted their first-ever annual reception, designed to foster engagement with current and potential customers in a more relaxed, immersive, and non-sales-driven atmosphere.
The Challenge
Being a first-time event of its kind for Inzpire, the planning of this event didn’t come without its challenges. With numerous invitations to manage and security protocols to adhere to, Inzpire needed an efficient solution to handle RSVP management and attendee check-ins seamlessly. The team recognised that manually managing a large volume of invitations and responses would be too time-consuming and potentially prone to errors.
Why gther?
Inzpire chose gther’s RSVP & Check-in solution based on their previous positive experience using Sync for managing meetings and trade shows. The platform’s ability to efficiently handle large volumes of invites and easily track responses, paired with the high-level customer support, made it the clear choice. The hands-on approach from the gther team, offering personalised guidance throughout the process, further reinforced their decision.
“We didn’t look into any other software options because gther had worked so well before. We knew it would be ideal for this event.”
– Anna Dye, Events Manager
Results
Using gther’s RSVP & Check-in platform enabled Inzpire to simplify their event management process. Key benefits included:
- Efficiency in Invitation Management: Sending out mass email invitations and tracking responses helped streamline the management of invites. The platform’s reporting tools made it easy to monitor delivery status, including any bounce-backs.
- Seamless Check-in: The check-in process, using QR codes, was smooth and efficient, contributing to a professional experience for attendees. Importantly, it ensured a secure process, aligning with Inzpire’s internal security protocols.
- Enhanced Event Professionalism: The QR code check-in system not only made registration quicker but also elevated the professionalism of the event, aligning it with the industry standard for modern events. Attendees, including military professionals, found the process straightforward and secure.
“gther helped us to provide a slick and professional event experience. The check-in process using QR codes was secure and easy, allowing us to check in guests quickly and safely.”
– Anna Dye, Events Manager
Collaboration with gther
Inzpire praised gther’s hands-on customer support, noting the responsiveness and personal touch from the gther team throughout the planning process. The frequent communication and the flexibility to adapt on the fly allowed the Inzpire team to resolve any concerns quickly and focus on delivering a successful event.
“The rapid responses and detailed support from the gther team were key. The personal touch and regular Teams calls made everything so much easier.”
– Anna Dye, Events Manager
Looking Ahead
Following the success of their first Annual Reception, Inzpire plans to make it a recurring event. With the positive feedback received, the challenge now is to maintain the momentum and continue to deliver engaging experiences for attendees. In the future, Inzpire intends to leverage more of gther’s design features, such as video teasers on the event landing page, to further enhance engagement.
“We’ve had really good feedback from our event, and we’re already looking forward to planning and delivering our next Annual Reception.”
– Anna Dye, Inzpire Ltd.
Advice for Other Event Organisers
Anna Dye’s advice to others planning similar events is clear: use gther to manage RSVPs and check-ins to avoid the manual hassle of handling large invitation lists.
“I definitely recommend gther. Managing invites manually is challenging for a small team. The software makes it so much easier to track responses and manage invites right up to the event.”
– Anna Dye, Events Manager
Future Collaboration
Inzpire looks forward to continuing their partnership with gther, and one feature they anticipate for the future is the ability to mass upload attendees into the platform. This would streamline internal processes even further and allow for better backfilling of guest lists as more people confirm their attendance.
