Resources
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We’ve achieved the goal of effectively processing hundreds of contract workers in short order and with minimum security staffing. The long lines and significant wait times have now dissipated to the delight of our pool of contract workers. Amazingly, this goal has been achieved while simultaneously enhancing the security parameters around the entire process.

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How a world class event center drives value with Eptura

World-class events center boosts efficiency with 99% faster check-in

One of the busiest event centers in North America processes 700+ contract laborers in a single day and has over 3 million visitors annually. Wiith so much visitor traffic, they needed a better way to manage check-ins while protecting the security of their premises. With Eptura’s visitor management system, paired with Vpod’s vgreet visitor kiosks, the event center was able to take the processing time of visitors from 45 minutes to 45 seconds.

Key wins
99% increase in efficiency and time savings at check-in
$315k annual savings by reducing front desk headcount by 70% 
$2B economic impact of 3 million visitors to the event center

Customer profile

A world-class events center

Industry

Event management 

Visitors annually:

3+ million 

Location

North America 

This world-class events center is a premier convention and exhibition venue located in the United States. Spanning over 4.8 million square feet of event space, the center hosts more than 30,000 contractors annually, with an average of 700 professionals on site each day. With over 3 million visitors annually, it is a bustling hub where the latest ideas in business and pop culture converge. The facility is committed to sustainability, security, and cutting-edge technology, setting a new standard for event management across the country. A dedicated team of experienced event and construction professionals ensures seamless coordination and execution of events for major brands, generating significant economic activity in the region.

The challenge

Operational and security challenges prevent efficiency

1

Long lines and delays

Processing 700+ contract laborers daily, leading to bottlenecks.

2

Security management

Ensuring security over 6 million square feet with 350 access points.

3

Diverse workforce

Accommodating many without smartphones or fluent in English.

This world-class events center faces significant operational and security challenges, particularly in managing the influx of thousands of contractors and service providers arriving simultaneously each day. Processing 700+ contract laborers daily often results in long lines and delays, creating a bottleneck that can disrupt event setups. Ensuring the security of the vast 6 million square feet of event space, with 350 access points and 2,000 inner doors, is another critical challenge. The center also accommodates a diverse workforce, many of whom do not have smartphones or are not fluent in English, adding complexity to communication and coordination efforts. These challenges highlight the need for efficient, secure, and inclusive solutions to maintain the center’s high standards and smooth operations.

The solution

Customized self-service check-in process

By integrating Eptura’s visitor management system with VPod’s VGreet kiosks, the events center was able to create a customized self-service check-in process. This solution not only frees up staff but also ensures secure facilities and a user-friendly experience for contractors. The challenges of visitor management at the center extend beyond security to include accessibility and flexibility. Many of the 30,000 contractors who visit annually are individuals who may not have access to smartphones. The solution enabled both QR code and SMS check-in processes, ensuring that contractors can securely check in using the technology they are most comfortable with. Additionally, the system was designed to be easily used by contractors whose first language isn’t English, making everyone feel welcome and included.

 

Sustainability is a key part of the center’s mission. By adopting Eptura’s touchless experience, the center eliminated the use of $150K in wearable waste, aligning with its larger sustainability goals.

Eptura solution

Eptura Visitor
Integration with VPod VGreet kiosks

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Prior to deploying VPOD at both of our labor entrances, we utilized other visitor management software which required wristbands, photo capture, validation, and lengthy processing time with the necessity to staff significant security personnel to facilitate the entire process. With the VPOD software and their self-service kiosks, we’ve achieved the goal of effectively processing hundreds of contract workers in short order and with minimum security staffing. The long lines and significant wait times have now dissipated to the delight of our pool of contract workers. Amazingly, this goal has been achieved while simultaneously enhancing the security parameters around the entire process.

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SVP of Security and Safety Solutions

The Results

Achieving enhanced efficiency and security

Operational efficiency:

  • Reduced contractor processing time from 45 minutes to 45 seconds.
  • Significantly decreased loss of paid vendor time.
  • Reduced front desk security personnel by 70%, optimizing staff resources.
  • 99% increase in efficiency and time savings at check-in.

Sustainability and security:

  • Saved $150,000 annually on wearable waste.
  • Improved security measures with digital validation of worker authorization.
  • Enhanced accountability through worker arrival and departure times.
  • $315k annual savings by reducing front desk headcount by 70%.

The integration of Eptura’s visitor management system with VPod’s VGreet kiosks has significantly enhanced the operational efficiency and security of the events center. Contractor processing time was reduced from 45 minutes to just 45 seconds, leading to a 99% increase in efficiency and time savings at check-in. This has significantly decreased the loss of paid vendor time, improving overall productivity. The center also optimized staff resources by reducing front desk security personnel by 70%, resulting in an annual savings of $315,000.

 

In terms of sustainability, the center saved $150,000 annually by eliminating wearable waste, enhancing budget efficiency. Security measures were also improved, with digital validation of worker authorization and enhanced accountability through the tracking of worker arrival and departure times. The system retains facial images and captures relevant worker information, ensuring a secure and efficient environment. These improvements have contributed to a $2B economic impact from 3 million visitors to the event center, demonstrating the positive ripple effect of the solution.

Frequently asked questions

  • How did the events center reduce contractor processing time?

    The events center reduced contractor processing time from 45 minutes to 45 seconds by integrating Eptura’s visitor management system with VPod’s VGreet kiosks, creating a customized self-service check-in process. This solution allows for both QR code and SMS check-in, making the process accessible and user-friendly for all contractors.

  • What sustainability benefits did the events center gain from the new check-in process?

    The events center gained a sustainability benefit by saving $150,000 annually on wearable waste. Eptura’s touchless check-in process eliminated the need for physical wristbands and other disposable items, aligning with the center’s commitment to sustainability.

  • How does the new check-in process enhance security measures?

    The new check-in process enhances security measures through digital validation of worker authorization, enhanced accountability via tracking of worker arrival and departure times, and the retention of facial images and relevant worker information. This ensures a secure and efficient environment, reducing the risk of unauthorized access and improving overall security protocols.

  • What is the economic impact of the improvements made by the events center?

    The improvements made by the events center have contributed to a $2B economic impact from 3 million visitors annually. By streamlining the check-in process and optimizing staff resources, the center has created a more efficient and welcoming environment, which has positively influenced the economic activity generated by major events and exhibitions.

  • What are the key features of the solution used by the events center?

    The key features of the solution used by the events center include Eptura Visitor management software and integration with VPod’s VGreet kiosks. These features enable a customized self-service check-in process, support both QR code and SMS check-in, and provide a user-friendly experience for contractors, regardless of their technology access or language proficiency.

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By

Erik Zink, Vice President Worktech Consultancy and Corporate Development, has more than a decade of experience as a strategy and transformation consultant. He is an expert on change and strategic growth and has advised Fortune 500 enterprise leaders on large scale implementations and transformations.