On December 7, 2023, the annual Visionplanner Inspire event took place in Maarssen. Around 400 accountants and employees of administration offices gathered to network and gain inspiration. The day was particularly special as it marked the first in-person edition since the COVID-19 pandemic. For Visionplanner Inspire, Lively was tasked with designing and optimizing the registration process. In this case study, you’ll learn more about this collaboration.

Visionplanner’s software supports accounting and administration offices in creating financial reports and translating figures into insights for entrepreneurs. Visionplanner is part of Visma, a leading European provider of business-critical cloud software. The company organizes the annual Visionplanner Inspire event for its clients to keep them updated on new developments, inspire them with engaging content, and provide opportunities for learning and networking.

_{The Reason for the Collaboration}

Previously, Visionplanner managed the registration process for its events entirely in-house. Using HubSpot as their marketing platform, they sent out invitations and tracked registrations. However, the main issue was the lack of insight into which sessions participants wanted to attend or which sessions were most popular. This information wasn’t recorded, resulting in no clear understanding of client interests and inefficiencies during the event itself, as attendees sometimes forgot which sessions they had chosen.

Additionally, name badges were always pre-printed and laid out in advance—sometimes more than 900 badges. This caused frustration for both Visionplanner’s team and the attendees, as the check-in process was lengthy and inefficient. These challenges provided enough motivation to seek a smarter solution, leading Visionplanner to partner with Lively.

_{What Did We Implement?}

The online registration process had already been set up, and initial registrations were coming in. Lively took over and managed the entire registration journey within a relatively short time. First, we recreated and enhanced the existing registration form by adding session registration options. Existing registrants were contacted via email to specify their session preferences. This ensured that all participants had a personalized schedule, which they could modify later.

To streamline the process, we transitioned to Swoogo and set up the entire system for Visionplanner.

On the event day, we managed on-site badge printing and check-in. Multiple self-check-in points with iPads were installed, allowing guests to check in using the QR code sent via email. Badges were then printed live in color. The Visionplanner team only needed to distribute the printed badges. To ensure attendees knew where to go, personalized session information was printed on their badges.

_{What Was the Result?}

We could claim it was a success, but our client can say it better! We asked Martin de Vries, Marketing Team Lead at Visionplanner, about his experience and the outcomes achieved.

“Lively certainly contributed to the best possible experience for our visitors. They always provided great input on what worked best for both us and the attendees. On the day itself, everything for the on-site badge printing was set up well in advance, and attendees experienced a smooth check-in process. Even our colleagues found it much more efficient. Given the peak rush within a half-hour window, we wouldn’t have been able to check in so many people so quickly without this automation,” said Martin.

Martin was also pleased with the updated registration process: “It was very useful to know in advance which sessions were going to be popular. This information will also be valuable after the event. Additionally, the ability to offer certain sessions exclusively to specific clients was very beneficial. We also noticed that our own mailings don’t always reach recipients, but everyone had their QR code with them, which shows that Lively’s mailings were much more reliable.”

When asked if he would recommend our services to others, Martin was unequivocal: “Absolutely! Organizing an event involves a lot, and not having to worry about the registration and on-site check-in process is a huge relief.”

Check out the Visionplanner Inspire aftermovie here:

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