Background
After an absence of 23 years, the Asian Racing Federation (ARF) returned to South Africa where delegates attended the 38th Asian Racing Conference (ARC). Ovation ART was appointed to manage delegate registration, payment options, transfer logistics and on-site management in Cape Town, mid-February 2020.
Online RSVP & Ticket Purchase
Delegates were able to register and pay for their attendance to the conference via an on online micro-site, registration form and secure payment portal. Delegates could choose from multiple registration types, early bird specials and partner activities. They also had an option to pay in USD or ZAR. Ovation ART managed all financial aspects from merchant accounts to invoicing to weekly reporting and recon at the end of the event.
Ovation ART facilitated $770,000.00 in finance management.
Travel logistics
Delegates that chose to, made use of the available transfers from the airport to their accommodation. Transfer schedules and rooming lists were set up with precision to secure each delegate reached their destination on time. Delegate partner where also escorted to their daily activities as selected on the rsvp form.
On-site Solution
Registration for the conference was opened a day earlier, to avoid long ques on the morning of the 1st conference day. This also allowed for a stress-free registration process for the delegates. Each Delegate received a lanyard and a nametag that were printed on-site. The nametags included a bar-code, not only for scanning delegates into a session but also for networking purposes. Delegates could scan each other’s nametag to obtain contact information and so encouraging networking during and after the conference.
Delegate queries or requests were answered at the Information Desk, managed by an Ovation ART Guest Liaison team member for the duration of the conference.
Event APP
The Conference was packaged into an Event APP. Agenda, venue detail and vital contact information was at the delegates’ fingertips. Not only did the APP provide logistical information but also, once again, encouraged networking opportunities through direct messaging and the ability to set up one on one meetings.
Exhibitors
With our easy online booking and purchasing process, client also requested us to manage all booth & booth extras sales for Exhibitors. Ovation ART managed and assisted in all financial aspects even though these funds were paid directly into clients’ account.
Our integrated solution and one point of contact for clients, delegates and exhibitors made this event a great success. Ovation ART was proud to be part of this amazing team.
