Effortless Guest Management: How MeetPoint Helped Europlakat Elevate Their Event Experience
Managing high-profile events comes with its own set of challenges—especially when it involves hundreds of VIP guests, strict organization, and a seamless check-in process. Europlakat Slovenia, the leading provider of outdoor advertising in the country, faced exactly this when organizing their prestigious OUTSTANDING awards ceremony at the Ljubljana Opera House.
For years, their team relied on manual processes and a mix of different tools to handle invitations, registrations, and guest management. However, as the event grew, so did the complexity, leading to time-consuming administration and logistical headaches. To streamline their workflow and ensure a flawless guest experience, they turned to MeetPoint.
In this story, we’ll explore how MeetPoint’s event management platform helped Europlakat overcome their challenges, simplify operations, and deliver a stress-free, efficient, and well-organized event experience.
About the Customer
Europlakat Slovenia is the leading provider of outdoor advertising in Slovenia. As part of the JCDecaux Group, they have access to the latest knowledge and trends in the Out-of-Home (OOH) and Digital Out-of-Home (DOOH) advertising sectors. Committed to global trends, Europlakat is actively digitalizing traditional formats with the philosophy of "less is more." Their operations are deeply integrated with sustainable development strategies, and they engage in public-private partnerships with major urban municipalities. Among their most recognized projects are the BicikeLJ bike-sharing program in Ljubljana and Mbajk in Maribor.
Tomaž Žontar, Head of Service Development and Innovation, leads initiatives ranging from market research and measurement support to creative and innovative solutions across their advertising formats. For the past 14 years, Tomaž has also organized OUTSTANDING, a prestigious competition recognizing and rewarding creative outdoor advertising solutions. The annual award ceremony, held at the Ljubljana Opera House in January, is one of the most anticipated and well-attended events in the Slovenian advertising world.
The Challenge
Managing Guest Lists Manually
Europlakat faced a significant challenge every year when managing the guest list for the OUTSTANDING awards. "Manually tracking invited, confirmed, and attending guests for the event at the Opera House was time-consuming and stressful," Tomaž recalls. The lack of an efficient system made it difficult to monitor RSVPs and manage guest entries, especially when attendees brought companions. Moreover, the absence of tickets or any form of identification led to uninvited guests attending the event and post-event reception.
A Patchwork of Tools
Before partnering with MeetPoint, Europlakat relied on excel for managing guest lists and mailing tool for sending invitations.
This fragmented approach not only increased complexity but also led to inefficiencies and potential errors. "The decision to introduce QR codes was a turning point for us," says Tomaž. "It turned out to be an effective and appropriate solution."
Why They Chose MeetPoint
Past Collaboration & Strong Recommendations
Europlakat's initial experience with MeetPoint several years ago left a positive impression, despite the platform being in its early stages. "When we started considering partners for this year’s event, MeetPoint’s impressive client portfolio and strong personal recommendations convinced us to reconnect," Tomaž explains.
Though they explored offers from competing companies, Europlakat ultimately chose MeetPoint, even at a higher cost.
"We don’t regret it one bit," Tomaž adds, emphasizing the value they found in MeetPoint’s comprehensive and reliable service.
The Solution
Seamless Implementation
After an initial meeting, Tomaž (Europlakat) and Petra from MeetPoint outlined a detailed plan and timeline for the event. This included sending Save the Date (STD) notices, official invitations, reminders, and finally, QR-coded tickets. "We stuck to our plan and deadlines meticulously. I prepared the texts and translations, while Petra handled the design and template customization," said Tomaž.
Easy Adoption
With previous experience using similar platforms, Europlakat found MeetPoint intuitive and easy to adopt.
"The platform's logic was straightforward, and we quickly became comfortable using it."
The Results
Effortless On-Site Registration
The most significant achievement was the smooth registration process at the event. "We were particularly concerned about this part, but we successfully registered nearly 600 attendees in a short time, without any delays or issues."
Time & Stress Reduction
The time saved was substantial, both in event preparation and data collection.
"By using MeetPoint, we not only saved time but also avoided a lot of stress," Tomaž added.
Greater control over participants
The introduction of QR codes eliminated problems with uninvited guests and improved the overall security of the event. Attendees appreciated the QR code-based entry system, and at Europlakat they believe future events will be even more streamlined as guests become accustomed to the new process. "Next year will be even easier since the rules will be clear, and attendees will know what to expect," added Žontar
Recommendation
Europlakat Slovenia found their collaboration with MeetPoint to be a game-changer in managing their flagship event, the OUTSTANDING awards. The transition from a fragmented, manual process to a streamlined digital solution brought immediate benefits. Tomaž Žontar, Head of Service Development and Innovation, highlighted what stood out the most: "Flexibility, reliability, professionalism, and quick problem-solving were what we appreciated the most."
The support provided by MeetPoint was exceptional throughout the entire process. Every query was met with a prompt response, and any issues that arose were swiftly resolved, ensuring the event ran smoothly from start to finish.
When asked if they would recommend MeetPoint to others, Tomaž’s answer was unequivocal: "Absolutely. MeetPoint’s system and skilled team made a significant difference." The improvements were so impactful that the thought of organizing future events without MeetPoint is out of the question. As Tomaž put it, "It would be difficult, if not impossible, without taking a step back."
Looking Ahead
Future of Event Management
While it’s challenging to predict broad changes based on a single annual event, Tomaž believes that events with strong, engaging content will always attract attendees:"Organizers will need to consider more factors that affect attendance and visitor satisfaction."
How MeetPoint Will Support Future Goals
The OUTSTANDING awards continue to attract large audiences year after year, thanks to compelling content, a unique music program, ideal timing, and a long-standing tradition. Tomaž Žontar recognizes the event's ongoing success but also sees opportunities for growth and refinement:"We know what needs to be refined in the coming years, and we’re confident that MeetPoint will continue to support and assist us."
Looking to the future, Tomaž is optimistic about deepening the collaboration with MeetPoint.
"Over time, we’ll likely develop new system functionalities tailored to our needs. But overall, the platform is well-designed and functionally developed for most use cases."
This partnership showcases how MeetPoint streamlined event management for Europlakat Slovenia, turning a complex, stressful process into a seamless and efficient experience.
