The #1 Reason I Loved GITEX (And My Reflections for Other Events)

It all started with a simple click on a promotional email for GITEX 2024, an event I’d been meaning to attend. Registration was a breeze, and from the very beginning, GITEX’s organizers made sure I felt involved, informed, and valued. Right after I registered, I received a well-designed confirmation email, packed with details that instantly organized my plans. And that was just the start.

Over the next few months, the communication was like clockwork. Two months prior, they sent me an email introducing some of their side events happening concurrently to GITEX. These events were targeted to certain niche groups and they have given me, directly in the email, an easy prompt to select my preferred side events I’d like to attend. One morning, exactly two weeks before the event, I received a "Get Ready" message. It included updates on the latest speakers and a countdown to the big day. Then, the week before, they started sending personalized reminders on things like nearby accommodations and venue insights - then personalized invitations to my preferred side events with details of the program, lists of participants matching my profile and preference, and a way to contact any of these participants. Each message felt tailored, giving just the right information at the right time. I even received notifications on my responses to these emails; whether it was a survey or a question I had asked, the organizers always acknowledged it.

Remember, this is a gigantic event happening in Dubai WTC with over 2000 exhibitors - you’d assume it will be just chaotic, at least at first. By the time the day arrived, I felt as if I knew the schedule by heart. There was no frantic searching through emails; every detail had been presented thoughtfully and promptly into a short booklet directly on my WhatsApp inbox. After the event, they didn’t just disappear. Follow-up emails appeared, each asking for feedback, offering session highlights, and hinting at upcoming events, keeping the connection alive and meaningful.

Reflecting on this experience, it’s clear to me how pivotal these well-timed, responsive communications were in making GITEX feel like a flawless, seamless experience.

Case Study: GITEX 2024 as a Model for Event Success

Events like GITEX are massive undertakings, with thousands of attendees and stakeholders to keep happy. And such wouldn’t be the outcome without a centralized system for real-time communications and data management. I am not aware of the system they had in use, but let’s see what if SelfmadeERP was running behind the scenes? Let’s take a step-by-step look at how a centralized ERP system can help every stage of event management, starting from the very first step.

Registration & Pre-Event Engagement

When I registered for GITEX, everything seemed to fall into place, as though the communication team had thought of everything I might need in advance. SelfmadeERP can take this even further. It allows for the automation of registration, from collecting attendee data to sending confirmation emails. I have been asked for certain preferences in the event registration form (like dietary, accommodation, program selection & attendance preferences).With such data SelfmadeERP can segments registrants into relevant categories in the event — attendees, exhibitors, sponsors — and personalize their accommodation in catering, residence, and preferred programs - all color coded and easy for recognition in preparation for the event days. SelfmadeERP makes sure attendees receive the right information at the right time personalized following their prior communiques. You don’t need to lift a finger; the system does it all. This keeps your audience engaged long before the event starts.

Beyond that, the platform can automate reminders for critical pre-event activities. Think hotel bookings, schedule updates, event apps—all managed under one system. No more missing crucial deadlines or forgetting important details. The centralized platform ensures every registrant gets the full experience from the moment they sign up.

Customer and Stakeholder Engagement

Imagine juggling multiple exhibitors, sponsors, and attendees, each with their own expectations and needs. A platform like SelfmadeERP doesn’t just simplify communication; it ensures precise targeting of messages and updates. For example, sponsors can be updated about last-minute booth placements or attendee demographics, while exhibitors receive custom instructions tailored to their needs.

But it doesn’t stop there. SelfmadeERP enables organizers to match stakeholders—attendees, sponsors, and exhibitors—for maximum networking opportunities. Need a way to ensure VIPs meet the right people? SelfmadeERP can sort all stakeholders in their sectors, preferred programs in the event, expertise and job position and provide calculated matches ensuring that connections are made well before the event even begins. This leads to higher engagement rates and ultimately makes the event a richer experience for everyone involved. This is what mostly helped me get more out of the event during my time at GITEX.

On-Site and Real-Time Coordination

The day of the event arrives, and the real challenge begins. With thousands of attendees and countless moving parts, real-time coordination is essential. SelfmadeERP keeps everything on track. Check-ins can be done digitally through the platform, eliminating long lines and confusion. Attendees are seamlessly integrated into the system, allowing them to get updates on the fly—whether it’s a schedule change, location update, or even a last-minute notification about a speaker session. Live site maps attendees can access directly on their phones easily guide them to their destinations in the different venues and all without too much hustle in over-the-line communications.

From the back-end, event organizers have full control. Teams can collaborate within the system, coordinating everything from AV setup to speaker schedules and live streaming. It’s all done in real-time, ensuring nothing slips through the cracks. Every member of the team is looped in through the ERP system, streamlining communication both internally and with attendees. Photography and videography done by the team during the event can be kept organized in real-time and even, through the extensive registrant management the ERP provides, be personalized to each exhibitor and stakeholder to later share the memories of the event and keep communications intact.

Post-Event Follow-Up

Once the event is over, the work is far from done. GITEX continued to keep me engaged even after the event through personalized thank-you emails, follow-up surveys, and valuable content that kept the conversation going. SelfmadeERP can handle all post-event communications effortlessly. Feedback forms, surveys, and even reports can be sent out automatically to attendees and stakeholders, providing the organizers with valuable data.

This data is then processed and compiled into detailed reports, offering insights into what worked well and what could be improved for future events. From tracking attendee engagement to evaluating sponsor satisfaction, SelfmadeERP gives you all the tools needed to analyze and refine your event management strategy for the next big event.

Imagine If… Local Events Adopted This Approach

Now, let’s imagine another event - pick one of the many events we have here in Addis, garnering international audiences that already enjoy their own successes. Picture what could happen if these summits adopted a streamlined, automated ERP solution.

Imagine if... communication with attendees was so streamlined that everyone knew exactly where they needed to be, who they were meeting, confident on the catering provisions to meet their dietary requirements, and how to make the most of their summit experience. Event organizers wouldn’t need to worry about manually coordinating schedules or sending endless emails. SelfmadeERP would take care of all of that, getting print-ready cards with all the necessary information with customizable templates, sending updates, reminders, and relevant information at exactly the right moments.

Imagine if... networking, the lifeblood of many summits, was amplified tenfold. With SelfmadeERP’s match-making feature, attendees and stakeholders could be connected even before the event, ensuring they meet the right people. Think of how many partnerships, deals, and collaborations could be formed by using this data-driven, targeted networking approach.

And after the summit? Imagine if... post-event surveys, partnership follow-ups, and deal tracking were all streamlined through the system. SelfmadeERP would provide actionable insights on the summit’s success, helping the organizers refine and perfect their future events. This approach doesn’t just ensure success—it guarantees that you exceed expectations year after year.

Achieving Event Success with SelfmadeERP

When it comes to managing large-scale events like GITEX, Big 5 Global, or Enqopa Summit, efficiency is everything. The key to success lies in streamlined communication, seamless coordination, and powerful data insights—three things that SelfmadeERP provides in spades.

By centralizing every aspect of event management, SelfmadeERP eliminates the chaos, ensuring that every registrant, attendee, sponsor, and team member is on the same page from start to finish. So whether you’re running a global tech expo or a business summit, SelfmadeERP has you covered, turning complexity into simplicity and guaranteeing success at every step.

Now is the time to take your event management strategy to the next level with SelfmadeERP. Your next event could be your best one yet.