Toyota event management tool

Car Launch Event Management Platform for Toyota and Lexus.

Type
Web Application Development
Sectors
Technology, Devices, Startup
Technologies
Code Igniter, PHP, MySQL, HTML5, CSS, Javascript, jQuery

Car Launch Event Management Platform

Japanese car manufacturers Toyota and Lexus, were set to release new models of the Corolla, Supra and Rav4 (Toyota) and the UX (Lexus), to the motoring industry in the United Kingdom and Spain, through a series of interactive events.

The attendees of these events included members of the motoring industry, centre principal dealers, the press and other delegates.

Each event spanned over multiple days, with each day being subdivided into various slots consisting of presentations, test drives and interactive activities.

A bespoke, intuitive and high performance event management platform needed to be developed to manage the entire process from start to finish.

Digital bespoke event managment platform

This web application would be used by all parties involved in the management of the event as well as attendees and centre principals.

The event management platform provided the event organisers with tools to allow them to set up and configure event days and the slots, together with the capacity permitted in each slot.

All delegates were loaded into the system with branded invitations sent out, allowing them to receive joining instructions, confirm their attendance and book the days and slots they wished to attend, which was all controlled through a delegate attendance management feature.

Automated reminders were triggered to delegates yet to confirm their attendance and attendees were sent orientation information prior to the event.

Capturing feedback from the delegates was vital to understand how they perceived the event and the vehicles being launched. This was done through pre and post event questionnaires, with all the data tying into the platform.

At the event itself, each delegate had a QR code printed on their name badge, which when scanned by event management staff, enabled further information to be captured through tablet devices.

Intuitive tools and access to data to ensure a smooth event

Planning and managing event days, slots and delegate capacity vs delegate attendance is key to ensuring that an event of this magnitude runs smoothly.

Automated and personalised communication ensured that all parties are informed of the event's details.

Event attendance dashboards and reporting tools provided the event managers with the insights they needed to successfully manage the event, with the ability to drill down deeper into the low-level data.

Data which was captured from delegates was aggregated and exported for further analysis.

The platform performed admirably and was a key contributor to many of the events being highly successful and well received by all stakeholders.

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WE LOVE A GOOD CHALLENGE

The events all had limited capacity and slots were pre-designed to only cater for a certain amount of people at a time. However things don't always work out perfectly in reality and we needed to quickly develop additional functonality for the administrators and event coordinators, to allow them to easily adjust the attendees and slots available.

The realtime reporting platform that was developed for easy management and overview of the enter event series, would adjust in realtime to cater for the adjustments to slots, attendees and their attendance. Giving management a clear and concise overview of all data at the click of a button.