As part of our commitment to improving our online ticketing system, we recently ran a live trial with Mid-Yorkshire Chamber of Commerce (MYCCI) to provide online booking, check-in and delegate badge printing for their largest annual event, the Kirklees Business Conference.
Our objective was to pilot some of our newly developed tools in a live setting, and demonstrate the overall effectiveness of managing larger events with the Merlin system. In order to get the most out of the event and be to be there at ‘the sharp end’, two of our team attended as the official ticketing partners and manned the registration desk.
Starting with a branded and AA compliant booking site (select ‘Buy Tickets’ here), we took hundreds of advance bookings in the weeks and months leading up to the event. We also used the Merlin ‘Sessions’ Add-On feature to allow attendees to register for a limited number of seminar spaces as part of the booking process, and sent out automated e-tickets to all guests.
Armed with student volunteers on the day, we created a two-stage check-in process in order to minimise waiting time while producing delegate badges in real-time.
On arrival, a typical guest would produce their ticket or confirmation email to be scanned by one of our greeters equipped with a tablet and 2D scanner, and asked to proceed to the next desk. Where guests did not have a ticket, a built-in search function could find bookings, or new registrations could be processed from our laptop, or by the attendee’s mobile phone.
By the time the delegates reached the welcome desk, a personalised lanyard had been printed and assembled together with an information pack for the day. Using this process we were able to personally greet all guests to the event by name.
Overall, the day was an excellent opportunity for us at Merlin to appreciate the capabilities of our system first-hand. We successfully admitted hundreds of delegates with minimal delays, eventually honing the process to be managed by a single attendant. It was our honour to be the official ticketing partner of MYCCI for the day and we look forward to serving similar events in future.