Building a registration system for 20,000 attendees

Australian Catholic Youth Festival (ACYF) 2017

Fast facts

Dates: 6-9 December 2017
Destination: Sydney
Venue: Sydney Olympic Park

Attendees

Background

The Australian Catholic Youth Festival (ACYF) is a national gathering of young Catholic people. Established by the Australian Catholic Bishops Conference (ACBC), it provides attendees with opportunities to celebrate and deepen ties with their faith. In 2017, the festival came to Sydney.

Challenge

With up to 20,000 delegates expected to attend ACYF 2017, a dependable registration system that could process the large volume of data was needed. Furthermore, the registration forms had to cater for the many types of attendees that participate, including Under 18s (and the associated legal requirements), Catholic Church Bishops and leaders, volunteers and major group bookings from schools.

Solution

A custom-made registration system was the answer. Arinex’ Delegate Services team used their intricate knowledge of software EventsAir to design a bespoke registration system entirely for ACYF 2017. The platform allowed for multiple registration types including group registrations of up to 750 people, saving time and energy for those in charge of large school groups. To give organisers full transparency and control, a built-in portal was created. The online portal offered live updates on registrations figures and gave users the ability to easily approve or reject volunteer applications and group coordinators. 

Throughout the entire registration period, Arinex’ Delegate Services team provided attendees a friendly point of contact for enquiries. The team monitored registration bookings and queries in order to make ongoing improvements to the system and simplify the user experience. In the days leading up to ACYF 2017, a pop-up registration desk was established to cater for larger volumes of queries while Arinex’ print on demand technology allowed for any last-minute changes and new registrations.

Outcome

The solution capably handled the huge volume of entries while giving control and insights to the organisers the entire way. It processed a total of 20,673 registrations while giving users a seamless and enjoyable festival experience.