F216
Challenges
York University's Faculty of Liberal Arts & Professional Studies (LAPS) organizes a wide range of events, from large academic lectures like The Alchemy Lecture Series to internal faculty recognition events and student networking days.
With multiple event formats and audiences, the team needed a single, scalable platform that could manage registrations, communications, and attendee engagement seamlessly, without requiring multiple disconnected tools.
Key challenges included
- Managing multiple event types under one system while ensuring a consistent attendee experience.
- Handling unique registration requirements for students, faculty, and guests across varying formats.
- Sending personalized event communications and reminder emails without duplicating effort.
- Coordinating onsite check-ins and attendance tracking across several venues.
- Keeping audiences engaged through tailored experiences and post-event communication.
Solutions
Eventcombo empowered the Faculty of LAPS to streamline planning, delivery, and attendee engagement for every event, from small internal gatherings to large academic lectures. The platform provided complete control over customization, communication, and event logistics through automation and intuitive tools.
Key features included
- Customized Event Creation: Built branded event websites for lectures, networking sessions, and recognition ceremonies, all managed through a single dashboard that reflected York University's identity and academic reputation.
- Tailored Registration Forms: Configured personalized registration fields to collect the right data from different attendee groups, ensuring clarity between students, faculty, and guests.
- Automated Communications: Automated confirmations, reminders, and “Know Before You Go” messages through Eventcombo's Email Marketing Engine to boost attendance and streamline communication.
- Centralized Event Planning: Consolidated event management under one platform using Eventcombo's Event Planner tool, allowing the team to coordinate multiple events simultaneously with complete visibility.
- Seamless Check-In: Enabled fast, accurate onsite check-ins through the EntryPilot Kiosk App, which eliminated manual data entry, reduced wait times, and provided real-time attendee updates.
- Enhanced Engagement: Extended the same quality experience to virtual participants using Fireworks, Eventcombo's signature virtual event software, complete with branding, interactivity, and audience participation tools.
Results
Here's what they achieved
Hosted 17+ successful academic and community events with centralized management and reduced coordination time.
Achieved 100% branded consistency across all event pages, communications, and attendee experiences.
Improved attendance and engagement rates through automated reminder emails and simplified check-in workflows.
Reduced manual administrative workload, allowing the team to focus on event content and participant experience.
Event Flow
Summary
