Case Study
HPE Discover
The Problem
Google Cloud Next 2019 needed a crew registration system to:
- enable heads of departments to submit their crew names and track who required catering and hotel rooms.
- Record each crew members completion of health and safety training prior to arriving onsite
- Identify each crew’s members movements onsite to ensure the correct amount of crew food was ordered to reduce food wastage at events.
The Solution
We created a four part solution allowing:
- invited crew to register themselves online and access the Health and Safety training
- heads of departments to register crew and approve catering and hotels requests
- the logistics team to track bookings, order meals and provide reports to the rest of the event team through an admin portal
- sustainability – we provided RFID silicone wristbands which were coded to each crew member’s information on arrival. They allowed those who were entitled to catering access to the crew refreshment area. These wristbands can be sanitised and recoded so that they can be used again on future events
Customised Reporting for Each Stakeholder
- Catering team had access to real time reports on how many people had accessed crew catering at each meal service.
- Scanning system allowed teams access to crew information when required from any device
- Records of each individual’s health and safety training.
- Accommodation team had downloadable hotel rooming lists with changes highlighted to assist with managing hotel blocks.
- Logistics team were able to track who had checked in onsite, who was still to arrive and when they had checked out of the event.
“This system made crew check in a breeze, it took less than a minute to check into the event and there was no need to worry about meal tickets for each day. The wristbands are brilliant, I just wish I could open my hotel door with them too!”
“I wish we’d had this system in place for past events – instead of having hundreds of different spreadsheets, everything is all in one place.”
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