How Qwaiting Made Registration Seamless at UiPath FORWARD 2024

Big events bring big crowds, and with them, long lines, frustrated guests, and a lot of stress for organizers.

That's exactly what UiPath, a global leader in automation software, wanted to avoid at UiPath FORWARD 2024. A massive 4-day tech conference held at the MGM Grand in Las Vegas.

More than 10,000 people were expected to attend. They needed registration to be fast, smooth, and modern. That's when Qwaiting stepped up to streamline and automate their registration process.

Let's see how Qwaiting with UiPath made this 4-day event a success.

Challenges faced by the event organizers

We all know that long wait lines are the most frustrating thing ever. This can be a problem when you host a great Sci-fi event with industry experts. UiPath also faced some challenges, which were:

1. Long wait times

Long lines at the event caused overcrowding at the counters, which created an image of a messy and disorganized event. The long lines at check-in caused delays of more than 12 minutes. This was a bad start to the planned energetic and tech-focused experience.

2. Manual ticketing

Paper-based ticketing and token handling systems were slow. It was hard to keep track of the visitor journey this way, and manual verification caused confusion and scalability issues.

3. Lack of real-time updates

Lack of real-time data on wait times, line speeds, and counter load caused resource allocation confusion. It became difficult to analyze which counters were crowded and where to assign more staff, resulting in service delays.

Solutions provided by Qwaiting

UiPath was a 4-day-long event, but the event's impact will last forever. To automate their booking processes and track visitor journey, the organizers decided to partner with Qwaiting, a smart digital queue management solution that not only helped them automate their registration but also ensured a smooth visitor experience.

Here's how we helped:

1. Cloud-based platform

Qwaiting deployed its cloud system with real-time ticketing algorithms. This meant every person who arrived could be assigned to the right check-in station immediately. No confusion, no delays.

2. Staff tablets and self-check-in options

We installed self-service kiosks at the event entrance and gave check-in tablets to staff members to judge the crowded areas and provide seamless check-ins, using which the visitors could easily register or check in to their spots.

This made the process feel modern, friendly, and efficient.

3. LED direction system

Big LED screens were installed throughout the place, which helped guide people to the right counters.

This helped reduce overcrowding and made visitor flow better, even during peak hours.

4. Smart badge integration

Qwaiting's system was connected directly to UiPath’s attendee database using secure API integration. This meant that once someone checked in, they could easily print and activate their entry badges without needing any help.

Results

After a successful event, here's what the operations lead at UiPath said: "Qwaiting turned registration into a frictionless, data-driven experience."

The event was a big success. After implementing the Qwaiting's smart solutions:

1. The event witnessed 6200 visitors on opening day, and the tickets were generated using the Qwaiting self-service kiosk, and staff tablets to ensure a seamless customer flow.
This helped ease the staff burden to handle manual processing and distributing paper tokens.

2. The wait times per visitor dropped by 71%. Earlier, visitors had to wait for an average of 12 minutes, which, after Qwaiting's smart solutions, dropped to 3.5 minutes.

3. The visitors' experience improved, and the satisfaction rate spiked by 98%.

Conclusion

UiPath FORWARD 2024 was more than just another event. It was a showcase of the future of automation. And with Qwaiting managing the guest experience from the moment people walked in, it became a living example of what’s possible when the right tech meets the right moment.

No more paper. No more shouting. No more chaos.

Just a simple, clean, smart way to welcome the world.

If your next event needs to start strong, maybe it’s time to put Qwaiting at the front door. Your event could be the next! Book your free consultation call with Qwaiting today and transform your events.