Transforming Large-Scale Events with Seamless Technology Integration: The Success Story of Liwa Festival 2024-2025

As event organizers continue to scale their operations and push the boundaries of event management, the need for innovative, integrated solutions becomes ever more important. At Dreamcast , we are proud to have executed the Liwa Festival 2024-2025, a truly massive event that brought together over 750,000 people and we got the opportunity to create a digital accreditation solution for Liwa Village which relied on the seamless integration of accreditation, per diems, access management, and real-time reporting to ensure a flawless event experience. But what’s more exciting is the fact that the solutions we developed can be applied to even larger and more complex events, streamlining operations for the future of event management.

The Scope of Work: What We Achieved at Liwa Festival

Executing an event of this magnitude is no small feat. From coordinating accommodation for thousands of participants to managing vendors and ensuring seamless access control, we delivered an integrated system that covered every aspect of the event:

• Accommodation Management: We handled real-time availability tracking, check-ins, and check-outs for over 4,000 suppliers or staff members and vendors, ensuring smooth stays for all attendees.
• Per Diems Management: We successfully digitized food vouchers, accommodation credits, and laundry services for all event staff using unique QR codes, which could be scanned at various points across the event venue.
• Access Control & Accreditation: By leveraging RFID and QR code technology, we streamlined access management to restricted zones such as VIP areas, accommodation, and food zones. This ensured that only those with the proper credentials could access sensitive areas, minimizing security risks and improving operational efficiency.
• Vendor & Supplier Coordination: With more than 250 suppliers across 50 categories, we managed seamless communication and coordination through a whitelabeled vendor portal. Vendors could easily manage team member registrations, allocate services (like food and accommodation), and make payments online.
• Real-Time Reporting: Throughout the Build Phase, Live Phase, and Derig Phase, we provided real-time reporting on key event metrics like attendance, utilization of services, and movement within restricted areas, allowing for immediate adjustments as needed.

Top 3 Advantages of the system:

1. More Control of Data

With our fully integrated backend system, event organizers gain complete control over data, with real-time access to key event metrics. This includes vendor registrations, accommodation status, per diem usage, and attendee movement. Real-time data allows for better decision-making, effective resource allocation, and ensures smooth execution across all event phases, from planning to post-event analysis.

2. Less Wastage of Food

By linking food allowances to QR codes, we ensure attendees receive only the number of meals allocated to them based on their per diem credits. This minimizes food wastage, as the catering team can track meal consumption with precision. Additionally, pre-booking allows for accurate predictions on how many people will be eating each day, optimizing the resources used and further reducing waste, contributing to both cost savings and a sustainable event experience.

3. Effective Use of Rooms in Accommodation

Our real-time tracking system monitors room availability and bed occupancy, ensuring that accommodations are effectively managed. The system helps to avoid overbooking or leaving rooms unused, maximizing the use of available space. The automated check-out and pre-booking feature help ensure that rooms are allocated efficiently, reducing inefficiencies and ensuring that no accommodation goes unutilized.

Why Choose Us for Your Large-Scale Event?

If you're planning a complex, large-format event, you need a partner who can handle the intricacies of vendor management, accreditation, access control, and real-time reporting. With our proven success in executing the Liwa Festival, we are confident that our solutions can be seamlessly applied to even larger events with more complex needs. Whether it’s a multi-day conference, a massive concert, or an international festival, we are here to provide the same level of precision and control.

Let us help you scale your event management with our fully integrated technology and solutions. The future of events is here, and we’re ready to make your next event a success.

Thank you to the entire team of Liwa Village!

I am filled with overwhelming pride and deep gratitude as I reflect on our recent event's success. This achievement is a testament to the innovation, resilience, and dedication displayed by each of you under immense pressure.

Thank you to the LINKVIVA Team for providing us with this incredible opportunity. A special shoutout to Marilyn Tavares & Vinay Surve for your initial trust in our pitch. Collaborating with esteemed leaders like Mike Smith , Cynthia Bitar , Harry Spooner , Abhishek Purao , David O Connor , Kinga Celinska , Sean Eustace , Silvio Bart ?? , Joe Jeanbart , Shaista Zaidi , and many others has been profoundly inspiring.

Special appreciation goes to Faisal Alsultan Mahmoud, and Ahmad Owaidah for your exceptional management of our system.

I must also express my profound gratitude to the Incognitus team, including Paul Lovett , Peter Henstock , Lisa Argent , Mitchell Scott , and everyone at INCOG, for your guidance and support.

A big thank you to the Dreamcast team— Pushpak Kacholia , Vidya Bharath , Ritesh Gupta , Sumit Rawat , Parikshit Denwal , Arjun Saini , Apoorv Rajawat , Deepak Bansal , kartik pareek , Manish kumar Jajoriya , Nitesh Arora , shubham jangid , Afaq Ahmed , Bhavesh Kataria , Talha Farooq , and Dinesh Ghale . Your hard work and seamless management of the project were pivotal.

Finally, my deepest thanks to Siddharth Shah & Gautam Seth for your constant trust and unwavering support.

This success is yours as much as it is ours. Thank you all for everything.

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