SFR Business is the division of the SFR operator that serves business customers. This B2B market relies partly on a specialized sales force that must stay constantly up to date with group news, offers, and products in order to respond to requests, whatever the customers' line of business. The organization of the autumn kick-off, held at Disneyland Paris, had to be flawless, since it sets the momentum and establishes the strategy and objectives of a growing group.

The initial challenges

For the organizers, the goal was to bring all employees together in one place for two days, which meant managing several organizational aspects:

  • Inviting employees while making sure they all receive the invitation, ,
  • Managing room sharing and allocation among participants,
  • Managing transportation methods and shuttles to reach the event,
  • Distributing badges to each employee without wasting time,
  • Sharing the event's highlights and collecting feedback for future editions.

Inviting employees while making sure they all receive the invitation,

The organizing team was able to create, in just a few clicks, an attractive registration website in SFR Business's colors using Digitevent's online design tool. To respect the brand image and be fully white-labeled with no visible trace of Digitevent, a dedicated domain name was activated. This domain name was also used as the email address for sending invitations via Digitevent. Since all recipients were from the same company, SFR Business's IT department was able to whitelist the Digitevent email sending IP address to make sure every invitation reached its recipient.

Managing room sharing and allocation among participants

To allow teams to meet and connect, some sales reps had to share a hotel room. A room-booking plug-in was therefore added to the registration website. Each person could browse a list of sales reps still available and send them a room-sharing request. Once a roommate was selected, an email was automatically sent to both people to confirm their room booking, along with the roommate's contact details. From the Digitevent back office, organizers could check at any time who still had no roommate, as well as the roommate choices of sales reps already placed in a twin room.

Managing transportation methods and shuttles to reach the event

In the registration form, invited employees had to specify their mode of transportation to reach the event, held at Disneyland Paris. Depending on their choice (train, plane, carpooling, etc.), additional details were requested (train number, flight number, etc.). Some information was also shown conditionally to streamline the registration process. For example, airport shuttle details were only shown to sales reps arriving by plane. Thanks to the form's limited-capacity list fields, it was also possible to account for the shuttles' limited capacity (45 seats), optimizing transportation and avoiding overbooking.

Distributing badges to each employee without wasting time,

When employees arrived, a badge was automatically printed using check-in tablets connected to Digitevent's Bluetooth mini-printers. Within moments, each person received a personalized badge listing their region and specialty to make it easier to connect and meet people during the seminar. This digital check-in also let organizers track arrivals in real time and see who was still missing. When a participant arrived, an email was automatically sent with the seminar venue's wifi details, a reminder of their roommate's name, and the key moments of the upcoming program.

Sharing the event's highlights and collecting feedback for future editions

After the event, the organizers wanted to share the important moments of the event and collect everyone's feedback on the workshops and plenary sessions they attended. It was indeed essential for SFR Business to get a sense of participants' impressions (the potential of the innovations presented, the quality of the information received, questions, etc.). An online satisfaction survey was therefore sent out. To encourage participants to respond, a photo album from the event was added. Access to the album was only granted after completing the kick-off evaluation survey. Survey responses could be viewed from the Digitevent back office as dynamic charts, with no further processing required.