WOMEN IN MINING ANNUAL CONFERENCE How a Volunteer Scientist with No Event Planning Background Successfully Managed a 500-Person Conference

Problem Statement

The Women in Mining Annual Conference brings together women working in a male-dominated industry to discuss challenges, share experiences, and build community. The conference attracts approximately 500 attendees (95% women, 5% male allies) over three days. Previously managed through a third-party conference management company, the organizing team—led by volunteer Debbie Ballard, a chemist with no event planning background—wanted to take control of their event operations but faced uncertainty about managing everything independently without technical expertise.

Challenges Before Using Eventify

• First-time self-management – Transitioning from third-party company to doing everything themselves
• No event planning expertise – Team led by volunteers without professional event management background
• Technical learning curve – Figuring out registration sites, population, survey generation
• Limited technical confidence – "Computers is not my thing" mindset
• Badge logistics issues – Preprinted badges were a hassle to locate and distribute at check-in
• Uncertainty about capabilities – Unclear if team could handle all aspects independently

Why Eventify

The Women in Mining team chose Eventify after a careful vetting process:

• Self-service capability – Could manage everything independently without conference management company
• User-friendly for non-technical users – Accessible even for volunteers without computer expertise
• Comprehensive features – Registration, surveys, scheduling, branding all in one platform
• Responsive support – Quick, helpful answers whenever questions arose during learning
• Trial approach – Started with single subscription to test before committing to annual
• Proven results – Met with others who were considering or using the platform
• Continuous development – Constantly adding new features

How Eventify Helped

• Overcame learning curve – Despite "on the job learning," team successfully figured out registration site, population, and surveys
• Excellent support experience – Staff responded quickly and was always super helpful when questions arose
• Schedule & track management – Easy way to put schedules together and keep tracks organized
• Attendee satisfaction – All attendees liked the app and enjoyed using it
• Simple user experience – Easy to download and navigate
• Brand customization – Easy to customize to match their brand identity
• On-site badge printing solution – Integrated option to print badges on-site with third-party company eliminated preprinted badge hassles
• Language customization – Search function to change specific sentences and customize wording
• Exhibitor features – Booth options and exhibitor maps for comprehensive event management
• Data continuity – Annual subscription provides access to previous year's populated data

Key Features Used

1. Registration System – Complete attendee signup and management
2. Survey Tools – Generate and manage event surveys
3. Schedule & Track Management – Organize 3-day agenda with multiple tracks
4. Branding Customization – Tailor app appearance to conference identity
5. On-Site Badge Printing Integration – Third-party badge printing solution
6. Mobile Event App – Easy download and navigation for 500 attendees
7. Language Customization – Modify text and sentences throughout platform
8. Exhibitor Management – Booth options and exhibitor maps
9. Messaging Features – Attendee communication capabilities

Results

The Women in Mining Annual Conference successfully transitioned to independent event management:

• Successfully self-managed – Volunteer with no event planning background ran 500-person, 3-day conference independently
• High attendee satisfaction – Attendees liked the app and enjoyed using it
• Streamlined check-in – On-site badge printing eliminated previous hassles with preprinted badges
• Social media success – Significant LinkedIn engagement post-event with postings, repostings, and shared news
• Attendee empowerment – Participants felt empowered after the event
• Renewed confidence – Team upgraded from single subscription to annual subscription
• Continuous improvement – Discovering new features and preparing for next April conference
• Accessibility proven – Demonstrated that volunteers without technical backgrounds can manage professional events

About the Company

Women In Mining (WIM) refers primarily to a global movement and network of organisations (rather than a single “company”) that promotes the participation, leadership, equity and representation of women throughout the mining and minerals sector — from grassroots and artisanal miners to senior executives, policymakers, engineers and academics.‍

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