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Dassault Systèmes orchestrates its annual forum from beginning to end with inwink

"The inwink platform empowered Dassault Systèmes to orchestrate its annual 3DEXPERIENCE FORUM France from beginning to end. From the participant pre-registration form to onsite check-in on the day of the event. Extremely flexible and intuitive, the solution provided a powerful tool to facilitate the management of the operation. The various reporting possibilities were precious in enabling a precise measurement of the performance of the event. We will leverage the work that has been done to achieve yet higher efficiency and efficacy for the upcoming events we will organize."

Julie Albouze
Eurowest Marketing Events Planner, Dassault Systèmes

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The 2019 edition of the 3DEXPERIENCE FORUM France organized by Dassault Systèmes on 21st May at La Seine Musicale in Boulogne-Billancourt, gathered 1000 participants, executives, managers, and decision-makers from industrial companies.

A major event in the area of the digital transformation of industrial processes, which showcased 20 speakers, 10 partners, and 35 exposition booths.

Let’s look at the main objectives for the event with Julie ALBOUZE Eurowest Marketing Events Planner at Dassault Systèmes.

Content management and preparation of communications about the event

With a program of about 20 sessions for the day, Dassault Systèmes wanted to centralize the management of content (agenda, speakers, partners, sessions) and make it simple for its audience to navigate through the content.

Agenda: The forum featured a rich program of keynote conferences, breakout presentations, and an experiential area. Every session is scheduled in the event agenda and enriched with specific content : session title, overview, and speakers. With inwink, the event team drives the scheduling and publishing of all content in the same single Back-Office.

Communications: Key pieces of information are communicated to attendees all along the event, in order to achieve high attendance rate and strong satisfaction ratios. Registration confirmations, practical information, networking announcement, badges available for downloading, welcome message….all edited with and sent from inwink. The sending can be scheduled at given times or activated automatically by predefined triggers, such as registration of a participant from a specific source, the arrival of a registrant at the welcome desk, the arrival of a registrant of a specific category…

The experiential village: the exposition area showcases the latest innovations by Dassault Systèmes and by its technology partners. A workspace dedicated to exhibitors on the event website facilitates the exchange of marketing materials with each partner: exhibitors’ logos, tagline, description, …the inwink Back-Office enables a centralized management of partners content and real-time tracking of the collaboration with and the readiness of each partner. A huge productivity gain for the event team.

Data collection and measurement of event performance indicators

In order to measure the performance of the event and to facilitate the reporting about the operation, Dassault Systèmes configured the key performance indicators related to registrations and attendance which it wanted to track.

Registrations: All registration sources are tracked in inwink. Based on the UTM’s (Urchin Tracking Module) integrated into the promotional links or into the invitations to register to the event, the 3DS team is able to measure precisely the performance of the various channels of participant recruitment : social networks, 3DS employees-driven invitations, partner-driven invitations, media adverts, webinars, ….The tracking of registrations sources also enables to prioritize effectively the validation of pre-registrations.

Attendance: By configuring the various categories of registrants in inwink, the 3DS event team could analyze the no-show rate for each category of participant : internal workforce, partners, press, speakers, VIP, etc. Check-in by fast scanning of the participants’ badges enables a tracking of attendance in real-time. An invaluable insight to help optimize future editions of the Forum.