How CIVSA Used Guidebook to Build an Association Event App

Organizing a successful conference requires seamless communication, real-time updates, and easy access to event details. For years, the Collegiate Information and Visitor Services Association (CIVSA) used 60-page printed pamphlets to keep their 600+ attendees informed. But rising costs, sustainability goals, and the need for flexibility drove CIVSA to seek a better solution. With Guidebook, CIVSA replaced paper guides with a custom event app, cutting costs, reducing waste, and improving attendee engagement. The app introduced key features like live updates, push notifications, and attendee surveys — tools that paper guides could never provide. This shift modernized the conference experience and saved CIVSA over $5,000 annually. Here’s what happened behind the scenes to bring this vision to life...

The Challenge: Transitioning From Printed Pamphlets to a Mobile App

CIVSA (Collegiate Information and Visitor Services Association) hosts an annual conference for professionals in higher education, with around 600 attendees each year. For years, the organization relied on a 60-page paper pamphlet as the main source of information for participants, including schedules, speaker bios, and event descriptions. Despite its utility, the pamphlet posed several challenges:

• High Costs: Printing 36,000 pages each year cost over $5,000.
• Environmental Impact: The excessive paper usage conflicted with CIVSA’s sustainability goals.
• Inflexibility: Event details had to be finalized before printing, and no adjustments could be made once distributed.
• Limited Engagement: Printed guides lacked interactivity, real-time updates, and live feedback options.

To modernize their approach, CIVSA’s Executive Board reevaluated their reliance on printed programs and sought a solution that could not only replicate the pamphlet’s functionality but also enhance the event experience.

The Solution: Build an Association Conference App With Guidebook

CIVSA partnered with Guidebook to create a custom association conference app that replaced the printed guide entirely and provided a dynamic, branded digital solution. The app streamlined event management and elevated the attendee experience by consolidating essential resources and introducing new interactive features. The app included all the content previously found in the pamphlet, such as event schedules, speaker bios, and supporting documents, while also adding real-time push notifications, live updates, and live feedback options. These features allowed organizers to update attendees on room changes or session availability instantly, improving communication and flexibility. CIVSA partnered with Guidebook to create a custom association conference app that replaced the printed guide entirely and provided a dynamic, branded digital solution. The app streamlined event management and elevated the attendee experience by consolidating essential resources and introducing new interactive features. With the new app, attendees had access to:

• Event schedules
• Speaker bios
• Supporting documents

The app also introduced interactive features that enhanced attendee engagement and communication, including:

• Real-time push notifications
• Live updates
• Live feedback options

These features empowered organizers to provide a more flexible, connected, and engaging experience for attendees, all while reducing the need for printed materials.

Key Features in CIVSA’s Association Conference App

1. Real-Time Push Notifications Push notifications allowed CIVSA to inform attendees immediately about session updates, room changes, or other critical announcements. This feature significantly enhanced communication and reduced attendee confusion.
2. Live UpdatesWith live updates, the app allowed organizers to make last-minute schedule changes and communicate them seamlessly. This flexibility ensured a smooth experience for participants despite any unexpected adjustments.
3. Surveys and Live FeedbackThe app enabled attendees to provide real-time feedback through surveys, giving CIVSA valuable insights to improve future events. Participants could easily share their opinions on sessions, speakers, and overall experiences directly within the app.
4. Interactive ContentThe app featured supporting documents like PDFs, social media links, interactive games, and a personalized schedule. These additions encouraged engagement and provided attendees with an all-encompassing resource for the event.

Results: Cost Savings and an Enhanced Event Experience

• Cost Savings: CIVSA saved over $5,000 annually by eliminating the need for printed pamphlets.
• Environmental Impact: The switch to digital reduced the use of 36,000 printed pages each year, aligning with CIVSA’s sustainability goals.
• Improved Communication: Features like push notifications and live updates ensured attendees stayed informed in real time.
• Streamlined Management: Updating and maintaining content in the app was faster and easier than revising printed materials.

→ Get the Complete CIVSA Case Study Here

Why CIVSA Chose Guidebook for Their Conference App

CIVSA selected Guidebook because of its:

• Ease of Use: The app’s intuitive drag-and-drop platform allowed CIVSA members, even without coding experience, to design a branded app tailored to their conference.
• Flexibility: Real-time updates and notifications ensured a seamless experience for attendees.
• Sustainability Benefits: Transitioning to digital significantly reduced costs and supported CIVSA’s environmental goals.
• Comprehensive Features: The app provided a single platform for schedules, supporting documents, gamification, and more, enhancing attendee engagement.

"While we loved the beauty of printed programs, the cost, design hours, and environmental impact were wearing on us. Guidebook provided us with an application that could be edited with room changes in real-time, branded to our Association’s new brand and color standards, and available to all attendees in advance of actually arriving at the CIVSA Annual Conference." – Taylor Blair, 2021-2022 CIVSA President

How to Create a Custom Event App for Your Organization

When considering an event app for your organization, prioritize features like:

• Customizability: Ensure the app can be branded and tailored to your event’s needs.
• Real-Time Communication Tools: Push notifications and live updates keep attendees informed and engaged.
• Ease of Use: A user-friendly platform allows for quick setup and content updates.
• Engagement Features: Include options like live feedback, gamification, and interactive content to create a memorable experience.

Ready to Go Digital?

Talk to our team about how Guidebook can help you build a custom association event app. Together, we’ll create a solution that saves costs, streamlines management, and engages attendees like never before!