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Case Study

Efficiency in Action: NRPA’s Success Story with Online Contracting Tools

NRPA conference

Introduction

Meet Ruth Wheeler, the dedicated Corporate Business Development Officer at the National Recreation and Park Association (NRPA). In the fast-paced world of large-scale events, where efficient event management is incredibly crucial, NRPA turned to A2Z Events to streamline operations and enhance the overall exhibitor experience.

This case study explores some of the challenges NRPA faced, the robust online contracting solutions provided by A2Z Events, and the subsequent successful results that improved NRPA’s overall event management processes.

Challenges

Managing the 2024 NRPA Annual Conference, a premier event celebrating over 50 years of connecting the park and recreation community, presented unique and significant challenges. This large-scale event, with its interactive Exhibit Hall, numerous CEU sessions, and hundreds of attendees, demanded high efficiency and seamless coordination. Key hurdles included:

    • Exhibitor Move-in Coordination: Coordinating the schedules and logistics of moving in numerous exhibitors for the expansive Exhibit Hall proved complex and time-consuming. The sheer scale of the operation presented logistical nightmares.

    • Clear Communication with Exhibitors: Ensuring clear and consistent communication with a large number of exhibitors across various aspects of the event (setup, schedules, deadlines, etc.) proved to be a significant challenge. Miscommunication had the potential to cause major disruptions.

    • Online Payment and Invoice Management: Streamlining online payments, managing diverse payment methods, and maintaining accuracy in invoices and payment schedules for a large number of exhibitors proved to be a major administrative task. Errors in invoicing or payment processing could lead to serious financial discrepancies and exhibitor dissatisfaction.

    • Multi-Platform Integration: NRPA relied on several different platforms for registration, communication, and other essential event-related tasks. This fragmentation created a cumbersome workflow and hindered efficient management.

Solutions

Addressing NRPA’s event management challenges, the organization adopted the A2Z Events platform, specifically, the online contracting tools. This immediately streamlined communication and provided clear visual aid for exhibitors and contractors, setting the stage for further efficiency gains:

    • User-Friendly Online Contracting: The platform’s intuitive online contract system streamlined the booth sales process, significantly reducing administrative burdens. Ruth found it “incredibly user-friendly,” making it easier to manage and sell exhibition spaces.

    • Streamlined Sales Process: With A2Z Events, NRPA can efficiently manage sales and payments thanks to a streamlined pre-sale process. Information can be uploaded well in advance, allowing for effective sales management and preparation for future events.

    • Exceptional Customer Support: A standout feature was the exceptional support from the dedicated A2Z Events staff like Jennifer. Her calm and professional approach was particularly noted during critical and stressful situations, preventing potential setbacks.

    • Streamlined Marketing: The ease of accessing data from the platform allowed for the quick generation of valuable marketing materials, enabling more focused and effective outreach.

Results

The impact of A2Z Events on NRPA’s event management was very clear:

    • Enhanced Efficiency: The user-friendly online contract system and simplified sales process significantly boosted efficiency and reduced administrative workload.

    • Responsive Customer Support: Jennifer’s exceptional customer service reinforced the importance of reliable support, leading to swift issue resolution and increased confidence in A2Z Events.

    • Improved Marketing: The platform’s data accessibility facilitated targeted marketing efforts, enhancing outreach and engagement.

“The online exhibit contract system within A2Z Events has been a remarkable asset. Its intuitive design and user-friendly interface have simplified both the contract process itself and the process of selling booth space. The ease of use has not only made it more efficient for our team but also for the exhibitors.”
Ruth Wheeler

Future Plans

NRPA plans to leverage A2Z Events’ capabilities further, exploring ways to maximize the use of mobile apps and potentially integrate AI for deeper insights into exhibitor behavior.

Conclusion

Ruth Wheeler and NRPA’s experience with A2Z Events demonstrates the platform’s ability to transform event management into a smooth and efficient operation. By addressing key challenges and leveraging A2Z Events’ robust features, NRPA transformed communication, improved data management, and delivered superior experiences for exhibitors and attendees alike.

Are you interested in learning how A2Z Events can significantly reduce your administrative burden and improve exhibitor satisfaction? Let’s have a conversation about your next event. Contact us today HERE.