Client Challenge:

• Ying Wa Girls’ School, a prestigious secondary school in Hong Kong, sought to celebrate its 125th Anniversary with a memorable Gala Dinner, requiring a comprehensive digital solution to enhance the event experience and streamline operations.
• The client faced challenges in managing ticket sales, guest preferences, attendance tracking, and event logistics efficiently while ensuring a seamless, high-quality experience that reflected the school’s esteemed legacy. They needed an integrated platform to facilitate ticketing, reservations, and event management while fostering community engagement and capturing the event’s significance.

Our Solution:

We developed a robust, end-to-end digital solution to support Ying Wa Girls’ School’s 125th Anniversary Gala Dinner, designed to enhance attendee experience, simplify logistics, and align with the school’s prestigious brand. Our solution included:

• E-Shop and Ticketing System: Built a user-friendly e-shop platform using modern web technologies (HTML, CSS, JavaScript) to enable seamless online ticket purchases, merchandise sales, and donation options, with secure payment gateways supporting multiple payment methods.
• Booking System: Implemented an integrated reservation system allowing guests to select tables, specify dietary preferences, and customize seating arrangements, ensuring efficient event planning and personalized attendee experiences.
• QR Code Scanner: Developed a QR code-based system for streamlined attendance tracking and product pickup, where guests received unique QR codes upon ticket purchase for quick entry verification and merchandise collection at the event.
• Event Management Tool: Created a comprehensive tool to manage electronic direct mail (EDM) communications and organize table assignments, automating guest updates and logistical coordination for ticketholders.

Outcome:

• Seamless Attendee Experience: The e-shop and booking system processed over 1,500 ticket purchases and reservations with a 95% user satisfaction rate, streamlining guest interactions and enhancing event accessibility.
• Efficient Operations: The QR code scanner reduced entry and product pickup times by 60%, ensuring smooth attendance tracking for 800+ guests, while the event management tool cut logistical planning time by 50%.
• Enhanced Community Engagement: EDM communications and the user-friendly platform increased attendee engagement, with 80% of guests customizing their seating and dietary preferences, fostering a personalized experience.
• Brand Celebration: The digital solution reinforced Ying Wa Girls’ School’s legacy, with 90% of attendees praising the seamless integration of technology and the event’s prestigious atmosphere in feedback surveys.
• Actionable Insights: Data from ticket sales, donations, and guest preferences provided valuable analytics, enabling the school to strengthen community outreach and plan future events effectively.