Client
Our client is a renowned event management company specializing in organizing concerts for indie artists across the United States. With over 15 years of experience, they have established themselves as a trusted partner for both emerging and established artists.
Throughout their impressive track record, they have successfully orchestrated a wide range of live music events that have not only delighted fans but also fostered strong connections between artists and their audiences.
The Problem
The client aimed to expand the scale of their events and attract higher-profile artists. However, due to limited experience with larger events, they also faced difficulties managing the increased size of crowds. They attempted to organize a few large-scale events, but issues such as ticketing, seating arrangements, parking, and crowd control were not properly managed.
These challenges negatively impacted both the artists and the fans, and they also somewhat harmed the company’s image in the industry.
To overcome these obstacles and achieve their goal of scaling their operations, they turned to Genesis NGN for a digital solution that would help streamline fan management and improve event organization.
Research
To better understand the challenges, Genesis NGN assembled a team of experts who visited the client’s office and also attended a couple of their events. The team observed the entire process—from ticketing and seating arrangements to crowd control and post-event logistics.
It became clear that the client faced difficulties managing crowds, leading to issues like poor crowd flow, unorganized seating, and inefficient venue clearance after events. The research also revealed a lack of real-time data management, which hindered effective decision-making and event control.
Solution
With findings of the research, Genesis NGN developed an AI-powered web application designed to streamline event operations and enhance the fan experience.
The platform features two distinct interfaces: one for the event management team and one for the fans.
For the Event Management Team:
The team uses a dedicated portal within the web app that leverages AI to improve operations and ensure smooth event logistics:
- Real-Time Insights: The AI analyzes ticket sales and attendance data to predict crowd size, helping the team adjust seating, parking, and staffing accordingly.
- Crowd Control Management: AI monitors crowd flow in real-time, providing the team with live updates to optimize crowd movement and reduce congestion.
- Parking Allocation: The system tracks parking space availability and directs fans to open spots, ensuring efficient parking management.
- Post-Event Logistics: AI forecasts fan departure times and helps the team manage venue clearance, reducing bottlenecks and ensuring a smooth exit process.
For Fans:
The web app provides an easy-to-use interface where fans can manage their event experience:
- Ticket: In addition to the crowd management solution, we helped the client implement an NFT-based ticketing system to address the issue of counterfeit tickets, which had been a significant problem at larger events. Fans can securely log in to app and access personalized event details, including their name, phone number, seat location, and other relevant information.
- Seat and Parking Assignment: Once logged in, fans can view their assigned seat and parking spot. The app provides a clear map of the venue and parking lot to help them navigate easily upon arrival.
- Seat Change Feature: If necessary, fans can request a seat change directly through the web app. The system shows available seats and allows fans to swap. The AI ensures that any changes are coordinated without disrupting the event’s seating arrangement.
- Crowd Flow Management: To avoid congestion, the app uses AI to notify the fans which gate they should enter the venue from. And at the time of event ending, it tells fans when to leave their seats and begin exiting the venue in an orderly manner, ensuring smooth crowd flow after the event.
- Arrival and Departure Notifications: A “Coming Today?” feature prompts fans to confirm their attendance in advance. Using GPS, the platform notifies the event management team when fans are approaching the venue, allowing the team to better prepare for their arrival.
This AI-powered web app solution provides a seamless experience for both fans and the event team, using real-time data to enhance crowd management, parking, seating, and overall event logistics.
Benefits
- Happy Artists: Improved crowd management and logistics led to better artist experiences.
- Satisfied Fans: Seamless seating, parking, and crowd flow enhanced fan satisfaction.
- Successful Larger Events: Enabled the client to manage bigger events smoothly.
- Increased Shows: The platform helped the client scale operations and host more events.
- Efficient Management: AI optimized crowd flow, parking, and venue clearance.
- Better Decision-Making: Real-time insights improved event planning and execution.
