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.
Overview
Event Name
UiPath FORWARD 2024
Industry
Event
Location
MGM Grand, Las Vegas
User Type
Events Company
UiPath FORWARD 2024 brought together over 10,000 attendees for a four-day global automation conference at the MGM Grand, Las Vegas. To deliver a fast, modern, and seamless registration experience at scale, UiPath partnered with Qwaiting. Qwaiting transformed event registration into a smooth, automated experience, setting the tone for an efficient, future-ready event from the very first interaction.
Challenges faced
- • High-volume attendee inflow
- • Manual ticketing slowed down the check-in process
- • Limited visibility into real-time wait times
- • Difficulty balancing staff allocation
Solutions provided
- • Cloud-based queue management platform
- • Self-service check-in through digital kiosks
- • Integrated smart badge printing
- • LED display systems to guide attendees to the right counters
- • Real-time analytics and live dashboards to monitor wait times
Results
- • Managed registration for 6,200+ attendees on opening day
- • Reduced average visitor wait time from 12 to 3.5 minutes
- • Achieved a 98% attendee satisfaction rate and smoother flow
- • Eliminated manual ticketing processes across the event
- • Delivered a seamless, data-driven registration experience
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 tech-focused event with industry experts. UiPath also faced some challenges, which were:
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.
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.
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.
Automating Operations
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.
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.
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.
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.
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.
After a successful event, here's what the operations lead at UiPath said:
“Qwaiting turned registration into a frictionless, data-driven experience.”
— Operations Lead, UiPath FORWARD 2024
Results Achieved
The event was a big success. Here's what was accomplished using Qwaiting's smart solutions:
6,200+ Opening Day Visitors
The event witnessed 6,200 visitors on opening day. Tickets and badges were generated seamlessly using self-service kiosks and staff tablets, easing the burden of manual token distribution.
71% Reduction in Wait Times
Wait times per visitor dropped significantly. Previously, attendees waited an average of 12 minutes, which decreased to just 3.5 minutes following the implementation of Qwaiting.
98% Satisfaction Rate
The smooth check-in flow elevated the overall attendee experience, spiking satisfaction ratings up to 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.
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