WTA Pre Wimbledon Party

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The prestigious WTA Pre Wimbledon Party held annually at the Kensington Roof Gardens was a new event for RFIDentikit in 2016. Sponsored by Dubai Duty Free, the theme was set as flight and glamour with over 700 guests expected to attend.  

 

The Kensington Roof Gardens proved to be the most incredible venue with several floors, gardens, bars and even their own flamingos and ducks.  The WTA team and Roof Gardens Staff were amazing, happy to assist where possible and made our experience on site one to be remembered.

 

We had been tasked to provide the guest list system for all attending the event.  This consisted of a bespoke designed online Portal, to which guests were invited guests to register their interest (Check In or Decline).  Once checked in a “Boarding Pass” would be created in the form of an e-ticket and mailed to them directly with a unique barcode. This e-ticket could either be printed and presented at ‘Check In’ on the night, or stored in the guests mailbox to be presented in electronic format via their mobile phone.


Certain guests were given the option to bring guests to the event and this was pre defined in the system so upon the lead contact checking in on the Portal, they would be offered a screen to input additional passenger details. Any additional passengers would be automatically linked to the main contact within the system, which would assist with a quick and smooth check in procedure at the event.

 

On the night the guest list check in system was a huge success.  With two brand new scanning station structures deployed on site, lovingly created by our development team, we placed one either side of the entrance area to speed up the entry procedure.  

 

The onsite server (deployed to ensure network reliability) was provided with an in house internet connection to replicate all onsite data directly to the cloud. The physical server was positioned away from the entry point of the venue and network cables run out to each scanning station.  When the guests arrived, they presented their barcode to the scanner and if valid the system displayed their name and the names of any linked guests they may have in the system. This allowed FOH staff to quickly check in large groups of people, and reduce any queue which had been a problem for the client in previous years.

 

Our system prevented the need for long lists of names and allowed the client to quickly address any person who either didn’t have a pass or who shouldn’t have been in that queue by allowing the user to use the search function to look for people in the database.

 

In addition to the guests who registered through the online Portal, there was also a tier of guest who were given a pre printed ticket which carried a UHF RFID sticker.  These stickers carried a unique code that had been predefined/linked to a guest on the system and when presented to the RFID scanner, had the same effect as the barcodes, but provided an even slicker and quicker result. The USB RFID scanner was also mounted on the same scanning station structure as the barcode scanner, offering a multi functional self service terminal.
Both the Kensington Roof Gardens and the WTA expressed their delight in how well our system worked with emphasis on how at previous events they had never managed to ‘not have a queue’. Testament to the efficiency of the check in system and staff operating.   We hope to be part of this event again next year and look forward to exploring what we can offer to make what is already a wonderful event into something extraordinary.