Two thousand registrations without a call centre
A Doha conference & exhibition organiser
Illustrative scenario. An anonymized composite from our events playbook with modeled figures — shown to explain the approach, not as a verified customer claim. Named, audited case studies are in production with early customers.
Team
4 organisers, seasonal volunteers
Channels
Sponsor promotion, CTWA ads, LinkedIn, QR on print
Volume
~2,000 registrations per event
The challenge
The week before an event was a wall of identical questions — where, what time, is parking free, can I still register — arriving faster than four people could answer. Registrations came through a web form most people abandoned on mobile, and the gap between people who registered and people who actually turned up was wide enough to distort catering and sponsor numbers.
What they set up
- Event registration flow collects the name and ticket count in chat and returns an entry code immediately — no form, no email round-trip.
- Event info desk flow answers agenda, venue, parking and ticket questions instantly, at any hour, in Arabic or English.
- Day-before reminder template with venue and start time to everyone registered, sent as one campaign.
- Attendance and enquiry sources tracked per campaign, so sponsors get a real breakdown of where registrations came from.
The numbers (modeled)
| Metric | Before | After |
|---|---|---|
| Registration completion | web form, high mobile drop-off | completed in chat, code issued instantly |
| Repeat questions handled by staff | the majority of event-week volume | answered by the info flow |
| Day-before reminder | email only | WhatsApp to every registrant |
| Registration source reporting | guesswork | per-campaign attribution for sponsors |
What changed
Event week stopped being triage. The team spends it on logistics and sponsors instead of retyping the parking answer, and the no-show gap narrowed because the reminder reached people where they actually read messages.
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