Saigon Summit 2024, organized by Tech in Asia, is a premier annual event that brings together thought leaders, industry experts, and professionals from various sectors to discuss and explore the latest trends and innovations. The theme for Saigon Summit 2024, “Charting Vietnam’s Tech Future” focuses on making connections and creating opportunities to catalyze the Vietnam digital economy’s growth.

Industry leaders deliver their speeches on the growth of Vietnam’s digital economy

Saigon Summit 2024 anticipates an impressive turnout of 700 participants, including 40 promising tech startups and over 30 leading industry speakers.  In anticipation of this gathering, organizers placed a premium on ensuring a seamless experience that prioritizes efficiency and attendee satisfaction. This blog explores how Saigon Summit 2024 have accomplished these objectives using Breezing ’s event automated check-in solutions, which not only optimize operations but also significantly reduce human resource expenses.

The guest scans their personalized QR code using the Breezing check-in camera.

Challenge: Operational inefficiency 

1. Variability in service quality

Relying on a large workforce poses substantial challenges in maintaining consistent service quality at events, which can frustrate attendees and adversely impact their overall experience. The following factors contribute to this variability:

• Inconsistent service quality: Variability in training among staff members leads to differing levels of knowledge and proficiency. As a result, attendees may receive inconsistent information or assistance, which can detract from their experience and create confusion. 
• Operational inefficiencies: The complexities of managing a large team can result in operational inefficiencies, particularly during critical moments such as check-in. Confusion, errors, and delays can occur due to miscommunication or lack of coordination among staff members. 
• Increased operational burden: To maintain high-quality service, continuous training and management of staff are essential. This ongoing requirement adds to the operational burden of event organizers, increasing costs and resource allocation. Failing to address these training needs can lead to lapses in service quality, further compounding the challenges associated with managing a large workforce.

2. High labor costs

The reliance on multiple staff members to manage various aspects of event operations, such as handling queues, verifying registrations, and distributing materials, significantly amplifies operational expenses. This necessity for extensive human resources poses financial strains on organizations, impacting their overall event budgets.

• Increased staffing requirements: The requirement for numerous staff members increases direct payroll expenses, which can quickly add up. Additionally, organizations must consider other related costs, such as benefits, overtime pay for staff working beyond their scheduled hours, and hiring temporary personnel for larger events. 
• Operational complexity: The logistics of managing a large workforce introduce layers of complexity that can lead to potential inefficiencies. Coordinating schedules, managing shift changes, and addressing unexpected staff shortages can consume valuable time and resources. 
• Budgetary constraints: The high labor costs associated with staffing directly impact the organization’s budget, limiting their ability to allocate resources to other critical areas, such as marketing, attendee engagement, and content creation. Organizations may find themselves unable to invest in marketing initiatives that could attract more attendees or in technologies that improve engagement, thereby limiting their potential for success.

3. Complex check-In procedures

Effective event management requires staff to be familiar with logistics, registration systems, and troubleshooting protocols to handle complications. However, the dynamic nature of events and frequent staff turnover necessitate ongoing training, which is both time-consuming and resource-intensive. This can divert attention from other critical event planning activities.

• Training challenges: Continuous training strains organizers as they must onboard new staff familiar with event procedures. Variability in training leads to inconsistencies in service quality, resulting in frustration and operational delays during check-in.
• Scalability limitations: As attendee numbers increase, the demands on staff and systems grow, heightening the risk of operational breakdowns. Long lines and registration delays can occur when staff are overwhelmed, creating barriers for organizers seeking to expand their events without significant investments in additional staffing and infrastructure.
• Resource allocation constraints: The complexities of managing check-in can detract from other essential planning aspects, such as attendee engagement and marketing. This diversion limits the development of innovative strategies to enhance the overall event experience.

Solution: Automating check-in and badge-printing process with Breezing product

10-second check-in with Breezing’s automated solution

The Breezing automated check-in machine is designed to enhance efficiency for event organizers and provide convenience for participants. At the Saigon Summit 2024, each check-in machine replaces the need for ten traditional check-in staff.  

For participants, the automated check-in process takes only 10 seconds, involving a simple scan of a personal QR code, information update, and automatic badge printing. This solution saves time and offers flexibility and convenience for attendees. 

The guest expressed their satisfaction with the seamless check-in process facilitated by Breezing

Real-time data supports Tech in Asia making critical decisions

In addition to automated check-in, Breezing.in provides real-time attendee data reports and analytics for organizers. This data helps Tech in Asia monitor event performance and make informed decisions. Organizers can quickly address issues, allocate staff, minimize risks, and optimize the attendee experience, ensuring the event’s success.

Key benefits of Breezing automated on-site solution

• Reduce labor cost: The Breezing.In automated check-in machine can replace up to ten traditional staff members, significantly lowering staffing needs and associated operational expenses. This automation streamlines workflow and minimizes the financial burden of managing a large workforce, allowing attendees to check in swiftly by scanning QR codes and receiving their badges without manual intervention.
• Streamline staff training: The user-friendly interfaces and straightforward workflows of Breezing.In’s automated check-in system reduce the complexity of operational training. Staff can quickly learn the platform with minimal training, enhancing operational agility and allowing them to focus on refining customer service skills for a consistent, high-quality attendee experience.
• Enhance operational efficiency: By reducing reliance on manual labor for check-in tasks, event organizers can reallocate resources to higher-value activities such as event programming and participant engagement. This strategic realignment frees up staff from repetitive tasks, boosting overall operational efficiency and productivity, and allowing for a more impactful event experience.

The guest shared their positive experience with the effortless check-in process enabled by Breezing

In conclusion, Breezing.In provides a practical solution to the common challenges faced by event organizers. By lowering labor costs and simplifying staff training, Breezing.In helps create a more efficient and budget-friendly event management process. This ultimately leads to a smoother experience for both organizers and attendees, making events more enjoyable for everyone involved.