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HelpCase Study: VidCon2014
SCENARIO
Whether it’s a good T-Swift acoustic cover or an informative “How-To” session, everyone loves a good online video. That’s where VidCon comes in: an event created to help revolutionize the way people today, learn, experience, share, and communicate through video online.
Described by creators Hank and John Green, VidCon is an industry conference + a huge party at the same time:
“We want people to make important business contacts to grow their companies and their careers, but we would prefer that they do it while dancing to a rock song about Doctor Who.”
ISSUES
• Get inLine(s)!
“It’s gonna be a lo-oong line; we are going to do our best to make that go as quickly and as smoothly as possible.”
This year was important to keep registration clean, and the team wanted to avoid issues that arose during previous years. Although the venue was revamped and occupied all three floors, the Anaheim Convention Center was about to be filled with a huge number of attendees. Seriously. Huge.
• Badges
As there was no way of scanning people in last year, the team needed to avoid solely checking people in based on first and last name, which consumed a lot of time.
• Double Entry
Last year, attendees began using duplicate entries. Confusion arose as there was nothing to prevent duplicates or track and manage registered guests. Things needed to evolve.
• Color Coding Confusion
Event staff had to make note of the color coding system, which created a bit of confusion last year, especially when it came to who was allowed in what room.
GOALS
• “The lines will be very long, especially on Thursday morning.”
The idea was to use branding and social media to reach out to attendees. All guests were encouraged to follow instructions via social media channels to reduce any confusion or calamity. All teams involved in the VidCon preparations were to be available to address any issues, as well.
• “You’re registered, you’re here, you’re done…all in one step."
Developing a custom QR code that attendees would make use of efficiently and effectively would result in a fast registration process. The Quick Pass QR code feature was brought in via printed form, on the attendee’s phone screen, or linked to the VidCon App.
• Print Away
There were 24 printers on-site–and thanks to our partners at Brother Printers–Boomset printed labels during registration to apply to the color coded badges.
Everyone received a pre-printed plastic badge this year: 16,000 received plastic badges just for admission with no label; "only” 4,000 guests received a smart badge for access to specialty rooms. (These were the industry people: VIPs, celebrities, etc.)
Boomset’s digital system also prevented double entry and duplicate entries, like pass-backs during admission.
• Initializing Scan
We provided simple, scannable technology for all 20,000 attendees, but the 4,000 VIP guests were provided with a special label via our smart system for easy access control with their smart badges. No relying on the color of the badge, either!
RESULTS
Any issues or questions that arose were addressed, including on Boomset’s end. Our CTO and whole team dedicated many hours in making sure VidCon goers wouldn’t miss a second of the fun.
Guests were ready to spend hours and hours on the line, an entertainers were hired to appease the crowds during the expected wait between 3 and 4 hours for registration.
They had their work cut out for them for only 45 minutes; registration was complete within the first hour.
And because of the fast check-in Boomset and VidCon are working on future collaborations for line management inside the event, as well.
To find out how Boomset can revolutionize your events, connect with us: social@boomset.com
