Office of the Deputy Prime Minister Summit

Background: G-MEX Manchester, 3000 delegates and exhibitors – 3 day conference. The ODPM Summit was an extremely high profile conference organised by established event management company RS Live. The event brought together over 3000 delegates and exhibitors.

RS Live indicated that they required Symphony to provide a variety of online services in order to help register, manage and administer all the required information for 3000 people.

What Symphony needed to do:

• Eight months prior to the event to provide an expression of interest form for delegates to complete so they could be contacted when registration became live.
• Provide a safe and secure environment for delegates to register and pay online if required.
• Create specifically branded registration site to tie seamlessly in with the ODPM’s existing website.
• Allow delegates to receive an automatic confirmation of their place on the conference.
• Allow delegates to re-visit their booking and add activities such as workshops and social functions as the programme for the event evolved over time.
• Enable RS Live to access information that was always up to date in an easy and logical fashion.

Benefits delivered:

• A team of people were not required to manually enter 3000 delegates contact details.
• All delegate, exhibitor and speaker information was centralised and reports could be run to pick out specific information as and when required.
• Symphony’s web-based platform allowed event managers to get an update anytime they required.
• Registration process for delegates was simple yet effective and provided them with all the information necessary to book for the conference.
• Delegates also benefited from invoices delivered instantly from email or the convenience of paying online using their credit card.
• Using Symphony’s powerful reporting tool the event management team were able to report on any aspect of the conference and tailor their email marketing and communications with delegates based on these reports.

The ODPM summit was a huge success and by using Symphony RS Live were able to save a huge amount of time that otherwise would have been spent on laborious administrative tasks. This enabled them to focus on the event but not at the expense of other equally important events running at a similar time.