Event Planning with ELAN™ Home Systems

ELAN™ Home Systems has been the leading manufacturer of innovative, award-winning distributed audio, video and home automation systems since 1989.

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Challenge:

Each year ELAN hosts an event to support their 4000 dealers and distributors throughout the United States, Canada and 54 other countries worldwide.

Like all events, ELAN’s success relies heavily on a smooth communication process.

This process includes the flow of data from well-developed online forms to a manageable database.

Event database records can then be used for: attendee preferences, direct mailers, booking hotel rooms, creating name badges and event binders, and ongoing email updates.

Event Planner challenges:

  • Define form requirements for the technical staff to build
  • Direct graphical style of online forms
  • Capture event registrations into a manageable event database
  • Use the event database to manage pre-event and post-event correspondence

Technical staff requirements:

  • Instantly implement a form capture system for events
  • Route form data directly to different stakeholders
  • Retain total artistic control over the look of the forms
  • Use any Web development tools
  • Quickly model forms for usability testing with various stakeholders
  • Send alerts to multiple people when forms are submitted
  • Generate statistics about form submissions
  • Meet the highest data security standards

Solution:

Faced with these challenges, ELAN incorporated FormRouter technology into their entire event coordination process in the following manner:

  • ELAN’s technical staff used FormRouter’s Simple Form Builder to rapidly model fully functional forms
  • E-mail alerts were built with FormRouter’s easy to use online Alert Builder
  • Event managers reviewed each form and alert to make sure that it met event needs
  • Once form fields were reviewed, ELAN’s technical staff pulled the form code (HTML) from FormRouter into their own Web tools to enhance graphically
  • Next, beautified forms were uploaded to ELAN’s FormRouter account for secure hosting
  • E-mails and links from the ELAN Web site directed registration traffic to the event forms
  • Form responses were securely captured to Microsoft Access databases in the ELAN offices using the FormRouter Client Tool
  • Microsoft Access databases were used to book hotels, generate name badges, print event binders, create reports, and send reminder e-mails

Benefits:

ELAN’s use of FormRouter technology within their organization resulted in efficiencies including:

  • FormRouter enabled ELAN’s Web development staff to use the tools they already knew to rapidly create beautiful custom forms
  • FormRouter’s secure data routing capability gave ELAN the ability to capture sensitive information within the forms that would not have been suitable for email transfer
  • E-mail alerts, set up on the FormRouter Server, were used to notify specific event managers when critical data was submitted
  • The FormRouter Server automatically routed registration responses to a Microsoft Access database in the event manager’s office

Special Note: With exception of graphically enhancing the look of the online forms, an event managers without programming could have done all of this themselves. In addition, if the event required online payment, that also could have been enabled (instantly) with FormRouter.

Summary:

ELAN Home Systems experienced both cost and time savings managing their event. By using FormRouter technology, ELAN set up a registration system in record time, maintained total control over the look of their forms, and routed data directly to staff databases. As a result, guests and staff enjoyed a smooth event process.

 

 

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