Transforming Event Management with a Scalable Digital Platform

Robinson specializes in organizing exhibitions, conferences, and events for various companies, providing a full-service event planning solution. As the event industry rebounded post-pandemic, Robinson faced a surge in demand, revealing the limitations of their paper-based and people-driven processes. They required a robust, scalable digital solution to streamline operations, automate processes, and enhance user experience across multiple facets of event management.

Robinson struggled with inefficient order and inventory management, manual handling of warehouse operations, and fragmented system architecture. Their existing platform lacked a dynamic content management system, making updates cumbersome and prone to errors. Additionally, the departure of their in-house developer left the company with an unfinished, poorly structured system.

To address Robinson's operational challenges, the development team implemented a comprehensive platform redevelopment, focusing on improving scalability, automating processes, and enhancing user experience across the board. Key improvements included:

• Platform Restructuring:
  • Condensed 100+ static pages into a manageable 15-page dynamic system.
  • Introduced a centralized content management system (CMS) to streamline product updates and manage event data dynamically.
  • Improved system architecture for easier future updates and maintenance.
• Stripe Payment Integration:‍
  • Integrated Stripe for secure, automated payment processing.
  • Reduced manual invoicing by 25%, allowing for quicker, more reliable transactions.
• Custom Admin Panels:‍
  • Developed two separate admin interfaces:
    • One for event and conference management, allowing users to handle applications, create event maps, and organize conferences.
    • Another for order and service management, simplifying the process of managing orders, services, and goods for various events.
  • Admins now have access to a dynamic dashboard, eliminating the need for developer involvement in content updates.
• Custom Interactive Event Map:‍
  • Designed and implemented a custom-coded map to streamline event booth management.
  • Features included drag-and-drop functionality, customizable booth sectors, real-time updates, zoom/pan capabilities, and clickable booths displaying details like size, availability, and pricing.
  • Fully integrated with the CMS to ensure synchronization and easy data export for future event planning.
• Warehouse Automation:‍
  • Automated notifications and tracking for incoming shipments, previously a manual process.
  • Enhanced visibility into inventory and order consolidation, reducing errors in tracking items with identical identifiers.‍
• Testing and Optimization:‍
  • Conducted comprehensive testing, including usability, performance, and security assessments.
  • Ensured the platform was responsive across all devices and screen sizes, enhancing the user experience.

The redesigned platform improved user satisfaction, reduced ongoing development costs by $40,000, and enhanced transaction efficiency with automated payments. Robinson’s new map tool saved hundreds of staff hours per event, providing a more efficient and flexible experience for both the team and event organizers. The platform is now better positioned for future growth, ensuring scalability, easier maintenance, and more informed decision-making through data export capabilities.