How Saskatchewan Assessment Management Agency simplified registration, attendee communications, and hybrid event management for a two-day annual meeting with approximately 160 participants
See how online registration, automated reminders, QR-code walk-ins, and a reusable annual setup work in a 15-, 30-, or 60-minute walkthrough, or start a trial for your next AGM, conference, or member meeting.
Before, planning the annual meeting was something I dreaded. Now everything is organized, easy to manage, and we look so much more professional. I’m actually looking forward to it.
Like many people responsible for association events, Corinne manages a recurring event alongside other responsibilities. SAMA’s two-day annual meeting brings together approximately 100 in-person attendees and 60 virtual participants, creating a significant registration and communication workload for a small team.
With ClearEvent, SAMA brought registration, attendee communications, event information, and walk-in registration into one place. The event felt more professional to members, required less manual administration, and gave Corinne a proven setup she could reuse the following year.
Learn more about the agency at sama.sk.ca.
A hybrid event means managing different needs for in-person and virtual attendees. In-person participants need arrival information, schedules, registration support, and access to event resources. Virtual participants need clear instructions for joining online.
For Corinne, the challenge was not simply collecting registrations. It was managing the full participant experience without relying on repetitive manual work.
SAMA did not need a complex enterprise event system or a lengthy implementation process. The agency wanted to manage the event in one place without making it harder for staff or attendees.
That same need shows up across association event management: keep registration, communications, and event information together without adding another project for a lean team.
ClearEvent gave the team one system for attendee records, automated messages, event web app content, walk-in registration, and next year’s setup.
Participants registered online before the event, and their information stayed in ClearEvent. SAMA could organize attendees into groups for in-person and virtual participation, and registrants received confirmation that their information had been submitted.
SAMA used automated confirmations, receipts, and reminders to keep participants informed before the event, instead of recreating and sending every message by hand.
Attendees could access schedules, meeting information, and event resources from one web-based destination, including both in-person and virtual participants.
Participants who arrived without registering in advance could scan a QR code and complete registration on their own device, reducing work at the registration desk.
SAMA managed both attendance formats from the same event setup. In-person and virtual participants received the information they needed for how they were attending, without a separate process for each group.
After the annual meeting, Corinne rolled the existing event setup forward, keeping the structure and updating dates, content, registration details, and communications.
Instead of recreating and manually sending every message, the team could prepare communications in advance and send them at the appropriate time. Attendees received clearer information, while Corinne had fewer messages and registration details to track manually.
The ability to automate meeting reminders and registration confirmations streamlined the process and enhanced communication with participants
~100
in-person participants
~60
virtual participants
Two days
hybrid annual meeting
QR code
walk-in registration
Reused
annual event setup
ClearEvent helped SAMA manage approximately 100 in-person attendees and 60 virtual participants during a two-day hybrid annual meeting which also included training sessions. Confirmations, reminders, receipts, QR-code registration, and the event portal created a more consistent experience from registration through event day.
I can’t even express how much more professional we look.
We had no negative comments at all.
Not every participant registered in advance. The team needed a practical way to accommodate walk-ins without creating long lines or adding more manual data entry at the registration desk.
Participants who arrived without registering in advance could scan a QR code and complete the registration process using their own device. The self-service process reduced work at the registration desk and helped SAMA accommodate last-minute participants without delaying the event.
Registration was incredibly simple. Even walk-ins could scan a QR code and sign up instantly. It removed so much of the usual chaos.
There were people that came to the door and needed to register, and they just scanned the QR code and entered it right then and there. That was just awesome.
Confirmations, receipts, and reminders helped attendees stay informed without requiring the organizing team to manage every message individually.
Walk-in attendees could register using their own devices, giving the team a simple way to support last-minute arrivals.
Different participant groups could be organized within the registration process, helping SAMA coordinate in-person and virtual attendees.
Participants had one place to access the annual meeting schedules, meeting details, and event resources.
SAMA could carry its existing event setup into the following year and begin planning from a proven foundation.
The team could support last-minute arrivals and walk-in registration without adding extra work at the desk.
Getting reminders, getting a receipt saying they received the information or were registered, really good stuff.
| Before ClearEvent | After ClearEvent |
|---|---|
| Planning the annual meeting was something Corinne dreaded | The event felt organized, manageable, and professional |
| Registration details spread across forms, spreadsheets, and email | One place for attendees, groups, and event information |
| Manual confirmations, receipts, and reminders | Automated attendee communications |
| Walk-ins created extra work at the registration desk | QR-code registration on attendees’ own devices |
| Rebuilding the event from scratch each year | A reusable annual meeting setup |
Before
Planning the annual meeting was something Corinne dreaded
After
The event felt organized, manageable, and professional
Before
Registration details spread across forms, spreadsheets, and email
After
One place for attendees, groups, and event information
Before
Manual confirmations, receipts, and reminders
After
Automated attendee communications
Before
Walk-ins created extra work at the registration desk
After
QR-code registration on attendees’ own devices
Before
Rebuilding the event from scratch each year
After
A reusable annual meeting setup
SAMA has already rolled its annual meeting forward and started preparing for the next event using the same ClearEvent foundation. Rather than returning to an empty setup, Corinne can update the event dates, content, communications, and participant details while retaining the structure that worked the previous year.
The organization is also exploring additional ways to use ClearEvent for future meetings, training sessions, and member activities.
I just did this morning, which was easy peasy.
For association teams managing recurring events with limited staff, SAMA’s experience shows that improving the event process does not need to make registration harder for members.
“Before, planning the annual meeting was something I dreaded. Now everything is organized, easy to manage, and we look so much more professional. I’m actually looking forward to it.”
Corinne C., Saskatchewan Assessment Management Agency
See how ClearEvent can support registration, attendee communications, hybrid event information, and annual event rollover for your AGM, conference, or member meeting.
Short answers for association teams managing hybrid annual meetings, registration, and attendee communications.