Automation of webinars

What it is about?

Automation of webinars at the Polish-Swedish Chamber of Commerce

Business context

An element of the Polish Swedish Chamber of Commerce activities are cyclical online and offline events in which potential customers can participate and listen to leaders of the industry concerned by the event. The events are intended to promote the activities of the Polish-Swedish Chamber of Commerce

The problem

Participants sign up for the event from different sources at different times.

The source is an email list, website, or LinkedIn

The event is promoted up to 2 months before it starts.

Additionally, in times of many other events, we want to remind participants that:

Their registration succeeded correctly.
Have the opportunity to participate in reality "in person"
The webinar date is approaching and it is worth booking time (7 days before)

The problem is that potential participants do not remember the event. The additional communication and reminders are intended to help you remember this, which will increase conversion and event participation.

The Solution

The solution consists of several aspects.

Synchronization of participants registered from various sources, i.e. website or LinkedIn
Notifications and reminders to participants:

after registering
days before the event
after the event, along with materials (e.g. recording) regarding the event

Result

Information about potential participants is updated automatically before the meeting.

Participants who clicked registration received information that the registration was successful.

Interested participants are informed by email about the upcoming 7-day event.

After the meeting, we can send a message about further steps in the client's journey, depending on whether the client shows up at the meeting.

There is a dedicated panel and database from which we can manage participants: see their status, send reminders, and configure message content.

Numbers

Before automation:

You must send a separate message to each participant:

registration confirmation
event reminder a few days before the event
Links from the recording. Thanks for the meeting after registration.

Additionally, the process is tedious and very repetitive, which makes it easy to make mistakes.

With 3 minutes per action, a total of 9 minutes per participant.

Time saving: With 10 participants: 90 min With 100 participants: 900 min = 15 h With 500 participants: 4500 minutes = 75 hours

After automation:

Each registered participant automatically receives a message confirming registration.
Sending a reminder message is a 1-click process that sends a reminder message to all event participants.
Sending a message after the event is 1 click, which sends a message after the event to all event participants along with a link to the recording

Saving:

The savings increase with the number of participants and the number of events and significantly simplify the process of informing participants.