Introduction

The Polish-Swedish Chamber of Commerce regularly organises online and offline events to promote its activities and engage potential clients.

This requires effective communication with participants, which posed a challenge in:

• reaching registered attendees
• reminding them of upcoming events.
• notifying them about success registration

Challenge

Participants register for events from various sources at different times, including email lists, the website, and LinkedIn.

The events are promoted up to two months in advance.

Given the numerous other events available, it is crucial to remind participants that:

👉 Their registration was successful

👉 They have the opportunity to participate in person

👉 The webinar date is approaching and they should reserve time (7 days before)

The issue was that potential participants often forgot about the event.

Additional communication and reminders were needed to ensure better memory retention, thus increasing conversion and participation rates.

Solution

The solution involved several aspects:

1. Synchronising registered participants from various sources such as the website and LinkedIn.
2. Notifying and reminding participants:
• Immediately after registration
• 7 days before the event
• After the event with materials (e.g., recordings) related to the event
3. Keeping all participants and events in one single Interface
4. Structure all messages into templates and avoiding writing writing a message each time from scratch

Implementation

The automation of webinars at the Polish-Swedish Chamber of Commerce increased communication efficiency with participants and raised attendance rates at events.

Participants are better informed, leading to greater engagement and participation.

Improvements:

Participant Synchronisation:

• Automated synchronisation of registrations from various sources (website, LinkedIn, email list).
• Automatic updates of participant information.

Notifications and Reminders:

• After registration: Participants immediately receive a confirmation that their registration was successful.
• Before the event: 7 days prior, participants receive a reminder to reserve time.
• After the event: Participants receive materials from the webinar, such as recordings and additional information.

Participant Management:

• A dedicated panel and database for managing participants were created.
• The ability to track participant status, send reminders, and configure message content.
• Post-event system messages regarding next steps, tailored to the participants' presence at the event.

Result

Before Automation:

For each participant, a separate message had to be sent:

• Registration confirmation
• Event reminder a few days before the event
• Links to recordings and a thank-you note after registration

This process was tedious and highly repetitive, increasing the risk of errors. With 3 minutes per action, it totaled 9 minutes per participant.

Time Savings:

• For 10 participants: 90 minutes
• For 100 participants: 900 minutes = 15 hours
• For 500 participants: 4500 minutes = 75 hours

After Automation:

• Each registered participant automatically receives a registration confirmation email.
• Sending a reminder email takes one click, sending it to all event participants.
• Sending a post-event email takes one click, distributing it to all participants along with the recording link.

Savings:

• Time savings increase with the number of participants and events, significantly simplifying the process of informing participants.

Automation saved up to 75 hours per each webinar event that is every month

Technologies used

Conclusions

The automation of webinar processes in the Polish-Swedish Chamber of Commerce has proven to be beneficial.

Automation saved up to 75 hours per each webinar event that is every month

It has streamlined:

• participant management,
• improved communication,
• increased event attendance.

Moving forward, continuing to refine and expand automation efforts will likely yield even greater efficiencies and engagement along with growing audience.

Manual vs Automation approach