A Complex Challenge: Concession-Based Communication

Unlike traditional events, Comex doesn’t contact attendees directly. It communicates only through “Concession Managers”—leaders who manage one or more stores. These leaders are responsible for registering themselves and selecting who from their staff will attend. That made for a uniquely layered challenge.

The new system needed to:

• Enforce attendance limits by concessionaire.

• Support secure authentication via OTP and magic links.

• Adapt to multi-role user flows while remaining intuitive.

• Handle delegated responsibilities across store leaders and their staff.

• Offer dynamic logistics workflows tied to real-time inventory.

The Step-by-Step Funnel That Made It Work

This was no ordinary RSVP form. The CXF-powered portal guided each stakeholder through a customized journey:

01. Invitation & Pre-Registration

• Comex published a save-the-date and activated the event landing page.

• Leaders received a magic link to access the portal securely.

02. Managers Registration Flow

• Leaders confirmed their own attendance.

• They reviewed a pre-filled list of their team from previous years.

• They selected which past attendees would return.

• They added new staff, within defined limits.

• If limits were exceeded, the system automatically requested Comex approval.

• Leaders could assign admins to manage logistics on their behalf.

03. Staff Member Onboarding

• Each invited staff member received a personalized invite.

• They confirmed availability and selected:

  • Airport of origin
  • Preferred roommates

• All responses flowed back to the leader dashboard.

04. Flight and Room Assignment

• Admins selected flights per attendee and assigned room types.

• Smart validations prevented mismatches.

• Logistics providers entered confirmation numbers, triggering final notifications.

05. Ongoing Access & Support

• At any time, leaders and staff could:

  • View registration status
  • Confirm or edit personal details
  • View room and flight assignments

• Additionally, they could contact support via integrated real-time chat

Going Beyond Logistics

While the registration flow was at the core of this initiative, Comex also leveraged additional modules of the Events & Summits Journey, including:

Event Site

Complete with event description, agenda highlights, and promotional content.

Speaker Directory

Profiles of keynote speakers and expert sessions.

Session Detail Pages

Pre-event descriptions, livestream integration, and post-event video replays.

Content Hub

Post-event materials, downloadable resources, and highlights.

The Result

The convention portal streamlined one of Comex’s most complex operations. What used to require spreadsheets, email chains, and multiple tools was unified into one dynamic system with role-based flows and real-time oversight.

The result: smoother logistics, faster confirmations, less friction, and a better experience for every participant.

This wasn’t just about saving time—it was about delivering a world-class experience from the very first email to the final boarding pass.

- Event Operations Lead