A leading architecture and event management firm partnered with M2 to develop a comprehensive registration and data management solution for two major international sporting competitions, the Warrior Games and Invictus Games. These events required a highly efficient, role-based registration system that could seamlessly manage teams, contractors, staff, and event logistics while ensuring security, credentialing, and real-time data access. M2 designed and implemented a customized, scalable solution that optimized participant management, streamlined workflows, and provided the event organizers with accurate, up-to-date data at all times.
Client Challenges
Complex Registration and Role-Based Access Control
With thousands of participants across multiple teams and categories, the firm required a centralized registration platform that allowed for real-time updates, seamless role-based access, and structured data management. Different users, such as coaches, medical staff, and event organizers, needed distinct permission levels to manage their team’s information while ensuring data security and compliance.
Integration for Multi-Purpose Event Functions
Beyond basic registration, the solution needed to integrate with security protocols, credentialing systems, competition scheduling, broadcasting, and result tracking. A lack of an automated system meant the risk of inconsistent data, delays, and inefficiencies in event execution.
Scalability for Future Use
The firm required a repeatable and scalable solution that could be used across multiple event cycles and accommodate tens of thousands of participants while maintaining accuracy, efficiency, and seamless user experience.
M2's Customized Solutions & Implementation
Custom Predictive Analytics App, Control Center, and Automation
Custom App
Advanced Role-Based Registration System
M2 developed a secure, web-based registration platform powered by Smartsheet that allowed teams, contractors, and staff to easily register participants while ensuring role-based access control. Key features included:
- Custom user roles and permissions, allowing designated team members (e.g., coaches) to manage only their relevant data while restricting access to sensitive information like medical records.
- Automated data validation, reducing manual errors and ensuring that all submitted information met the event’s security and credentialing requirements.
- Real-time updates and change tracking, allowing teams to modify participant details while ensuring that event organizers always had the latest data.
PMO Framework and Project Consistency
Integrated Event Management & Data Synchronization
To streamline event execution, the platform integrated seamlessly with credentialing, security clearance, competition registration, and broadcasting systems. This provided:
- Instant data synchronization, ensuring that event staff could access accurate participant information at any stage of the games.
- Automated competition registration and scheduling, optimizing event logistics and reducing administrative workload.
- Results tracking integration, allowing real-time updates for broadcasting and official records.
Automated Processes
Scalable, Repeatable Solution for Future Events
M2 designed the solution to be scalable and reusable, enabling its adoption for future event cycles. The system now supports over 25,000 participants annually and continues to be a reliable, efficient, and adaptable event management tool.
Results Achieved
Streamlined Registration & Participant Management
- 80% reduction in manual data entry efforts
- Real-time participant updates, ensuring event organizers worked with the most current data
- Seamless role-based access, enhancing security and data integrity
Increased Event Execution Efficiency
- 50% faster credentialing and security clearance processes through integrated data sharing
- Automated competition registration and scheduling, improving event logistics
- Enhanced broadcasting and results tracking, providing real-time data synchronization
Scalable and Sustainable Event Management
- Successfully used across multiple international sporting events
- Scaled to support 25,000+ participants annually
- Repeatable framework ensuring future event efficiency and reduced administrative workload
Ready to Transform Your Event Management?
If you’re looking to streamline operations, enhance data accuracy, and scale event execution, contact M2 today to see how our solutions can support your next event.
