🏆 Overview
For the Bali Tourism Awards 2025, iVent was appointed to provide an integrated event technology solution supporting guest registration, on-site check-in, guest engagement and post-event feedback collection.
Held at HARRIS Hotel Bali, the prestigious awards event welcomed approximately 200 guests from across the tourism and hospitality industry.
With invited guests, award recipients, industry leaders and other key stakeholders attending the event, the organiser required an efficient system that could manage guest information, accelerate the arrival process and help the event team direct every guest to the correct table.
iVent supported the event through an integrated registration and guest management experience, enabling the organising team to manage the entire guest journey—from registration to arrival and seating—from one central platform.
⚠️ Challenges
1. Difficulty Tracking and Verifying Guest Attendance 📋
Guest information was previously managed using manual lists or spreadsheets, which made it harder for the organiser to update, verify and track more than 200 guest records accurately.
2. Inaccurate Data and Outdated Guest Information 🗂️
Manual handling of guest information can lead to duplicate entries, missing details or outdated records. The organiser needed a more reliable system to maintain accurate registration data and ensure the event team was working with the latest guest information.
3. Low Engagement During The Ceremony 😶
Awards ceremony often include long programme segments, which can make it challenging for organisers to maintain audience attention and participation. The organiser needed a way to keep guests actively engaged throughout the event, rather than having them remain as passive spectators.
4. Inefficient Post-Event Feedback Collection 📝
The organiser also wanted an effective way to gather feedback from attendees after the event. A digital survey was required to make it easier for guests to share their experience while allowing the organising team to review responses in a structured manner.
💡 Solution/Services:
iVent provided an integrated event management solution designed to support the event before and during the awards ceremony
1. Centralised Registration System 📋
The registration system provided the organiser with a single database for managing guest information and registration status.
This helped the event team maintain more organised and accurate guest records while reducing the need to manage information across multiple spreadsheets or manual lists.
2. Mobile App Check-in 📱
The mobile check-in solution allowed the event crew to check guests in using mobile devices.
Upon arrival, the crew could quickly locate and verify each guest’s registration, update their attendance status and complete the check-in process without relying entirely on printed attendance lists.
3. Real-Time Guest Monitoring 📊
Attendance information was updated as guests checked in, giving the organising team better visibility of arrivals throughout the event.
This allowed the team to identify pending guests, monitor attendance progress and respond more effectively to on-site enquiries.
4. Social Wall Activation 🗣️
For the Bali Tourism Awards, iVent deployed its Social Wall solution to enhance guest engagement and create a more interactive event experience. By transforming attendee-generated content into a live event feature, iVent helped Bali Tourism Awards strengthen audience interaction while extending the event’s digital footprint beyond the venue itself.
5. Post-Event Survey 📈
The survey allowed the organiser to collect feedback on the overall event experience, programme, venue, services and other relevant areas.
Responses were captured digitally, giving the organiser a more structured and efficient way to review attendee feedback. The system also allowed the organiser to identify guests who had not yet completed the survey, making it easier to send follow-up reminders and improve the overall response rate.
⚙️ Implementation
Before the event, guest registration information was consolidated within the platform.
The organising team was able to review the guest list, monitor registration status and maintain all relevant attendee information in one centralised database.
On the event day, crew members used the mobile check-in solution to search for and verify arriving guests.
Once a guest was checked in, the platform immediately updated their attendance status, providing the organiser with real-time visibility of guest arrivals.
This allowed the event team to manage the entrance more efficiently, reduce manual verification and maintain a more organised arrival process.
During the event, guests were encouraged to share photos, congratulatory messages, and event highlights on iVent social wall using the official event hashtag. These posts were automatically aggregated and displayed in real-time on LED screens throughout the venue, creating a dynamic and engaging visual experience during the gala dinner.
After the event, the organiser used the post-event survey feature to collect attendee feedback.
Guests were able to submit their responses digitally, while the organising team could review the collected feedback in a more organised format for evaluation and future planning.
📈 Results and Benefits
✅ Approximately 200 Guests Managed 👥
The platform supported the registration, check-in and seating coordination of approximately 200 guests attending the Bali Tourism Awards 2025.
✅ Faster Guest Check-in ⚡
Mobile check-in provided the event crew with a quicker and more convenient way to verify guests, helping to maintain an organised entrance during peak arrival periods.
✅ Real-Time Attendance Visibility 👀
The organiser could monitor guest arrivals as they happened, allowing the team to track attendance progress and respond more effectively to on-site enquiries.
✅ Reduced Reliance on Printed Lists 📄
The use of digital registration and mobile check-in reduced the event team’s dependency on separate printed guest and seating lists.
✅ Operational Efficiency 🚀
The event crew could manage guest verification, attendance updates and table assignments through one integrated system. With the check-in process completed in less than 5 seconds per guest, real-time attendance information improved communication and coordination between the registration counter, ushers and organising team.
✅ Enhanced Engagement & Digital Event Amplification 🌐
The iVent Social Wall transformed attendee-generated content into a live event experience, increasing audience engagement, enhancing sponsor visibility, and extending the Bali Tourism Awards’ reach beyond the venue.
✅ Structured Feedback Collection 💬
The post-event survey provided the organiser with a convenient way to collect and review attendee feedback. This gave the team useful insights into the guest experience and areas that could be improved for future editions.
🎯 Impact and Conclusion
The Bali Tourism Awards 2025 showcased how integrated event technology can enhance the overall event journey from registration and attendance management to audience engagement and post-event feedback.
By combining a centralized registration platform, mobile guest check-in, Social Wall activation, and digital post-event surveys, iVent supported the seamless management of approximately 200 guests while delivering a more engaging and connected event experience.
The solution provided organisers with greater visibility into guest attendance, streamlined on-site operations, increased audience participation through interactive content, and facilitated the efficient collection of valuable feedback after the event.
Through this implementation, iVent helped deliver a smooth, professional, and guest-centric awards ceremony, ensuring an exceptional experience from registration and arrival through to post-event evaluation