Full Control of Event Operations: BMW’s Digital Event Management Solution

About project

A web-based platform for managing offline automotive events, offering online registration, QR-based entry, activity booking, and real-time guest communications.

Challenge

A premium automotive brand approached us to digitize the operational flow of its high-touch offline event. Prior to this, all guest management was handled manually—via printed guest lists, on-site registration tables, and verbal coordination—which created bottlenecks, entry delays, and missed engagement opportunities.

Key issues included:

• No pre-registration or validated guest check-in
• Manual activity sign-ups leading to overbooking
• Lack of real-time messaging between organizers and guests
• Limited visibility for staff into attendance and space utilization

Our goal was to design and deliver a modern, digital-first event system that would eliminate manual work, speed up guest flow, and create a seamless, branded experience.

Solution

1. Online Registration with QR Confirmation

Guests registered via a branded web portal and received a unique, scannable QR code via email and SMS. Their data was securely stored and instantly available to organizers through a centralized dashboard—eliminating the need for printed lists.

2. QR Access Control & Smart Entry

Each participant was issued a personalized QR pass. Event staff used smartphones with our Progressive Web App to scan and validate codes. The system supported VIP, dealer, and media roles, time-limited access, and offline scanning—with sync-on-connect for spotty internet environments.

3. Activity Booking (e.g., Test Drives)

Guests could pre-book sessions like test drives or tech briefings in advance. Slots were allocated in real time on a first-come-first-served basis. Over 80% of slots were filled prior to the event, helped by timely reminders and an intuitive interface.

4. Messaging & Notifications

Attendees could submit questions or request information through a lightweight in-app messaging interface. Organizers used push notifications and SMS alerts to deliver updates, promote open sessions, and manage guest flow throughout the day.

5. Organizer Dashboard

A centralized dashboard allowed real-time monitoring of check-ins, activity participation, and zone occupancy. This enabled faster staff reaction, capacity balancing, and end-of-day performance analysis across touchpoints.

Project Team

• 1 Project Manager
• 1 UX/UI Designer
• 2 Frontend Developers
• 2 Backend Developers
• 1 QA Engineer
• 1 DevOps Engineer

Tech stack

Impact

The platform transformed how the event was operated—reducing manual work, speeding up entry, and improving the guest experience:

• 87% of attendees used QR codes for smooth entry
• Over 80% of activity slots were filled in advance
• 64% of guests engaged with at least one notification or in-app message
• Staff reported a ~50% reduction in entry and coordination overhead
• Organizers gained full control and visibility over event dynamics in real time

Business Outcome

The event set a new standard for digital-first operations in the brand’s regional marketing activities. Organizers and guests experienced significantly smoother flows, stronger participation, and measurable ROI on event infrastructure.