Your XXL event now fits in your pocket

Why an app? Because that’s what people on the ground asked for

You’ve no doubt experienced this before. The itinerary is sent out as a PDF three weeks before departure. The tickets arrive in a separate email. The meeting time changes the night before, and the information is passed on… via a WhatsApp group that half the participants aren’t in.

Our project managers support your groups on site, from a two-day seminar in Bordeaux to an incentive trip to the other side of Europe. On every trip, the same question comes up: ‘Where shall we meet, and at what time?’

So we decided to bring all this information together in one place – on each participant’s mobile phone. A single source of information, always up to date. Less stress for your teams, more time to enjoy the experience. And that’s exactly what a massive event is all about.

An app in your colours, not ours

It’s your event, so it’s your app. Each version is fully customised to reflect your company’s image:

• your brand guidelines: logo, official visuals, colours and typefaces;
• your dedicated domain name, for example www.convention-votremarque.fr
• your content: welcome message, event overview, programme and visuals.

More good news: there’s nothing to download. The app opens directly in your phone’s browser, on both iPhone and Android. Your participants can add it to their home screen in a single tap, without having to go via the App Store or the Play Store.

It can be tailored to suit any format, from a one-day workshop to a ten-day programme, in both French and English for your international teams.

A lively programme and a tailor-made schedule for everyone

This is ‘Au cœur de l’App’, the day-by-day programme. For each key event, your participants will find all the essential details: times, venue, meeting point, speakers, dress code and useful contact details.

We distinguish between two types of activities:

• the must-attend events, such as plenary sessions or group workshops, which automatically appear on everyone’s schedule;
• the optional activities that each participant chooses to create their own holiday.

Kayaking or a tasting session? A hike or a creative workshop? When an activity has limited capacity, the app displays the number of places left and closes bookings as soon as it’s full. No more overflowing Excel spreadsheets or last-minute decisions.

And because an event is also something you experience with your eyes, the app gives pride of place to content:

• external links to a website, a Kahoot quiz or a Google Form survey, to liven up your key moments or gather immediate feedback.

• slider-style photo galleries to explore the hotel, the destination or the activities;

• videos to get you in the mood even before you set off;

The right information, at the right time, to the right people

“Your plenary session starts in 10 minutes; please meet in the hotel lobby.” Ten minutes before each activity – whether compulsory or optional – participants receive an alert on their mobile phones.

A change of plan? Is the bus leaving 15 minutes earlier, or is dinner being moved to the terrace? As soon as the details change, a notification is sent automatically. And this continues right up until the last minute.

Our team can also schedule messages in advance and, most importantly, choose who to send them to. Is there information that only concerns the hiking group or those on the 6 pm return flight? It will only be sent to them. No unnecessary messages for anyone else.

All your logistics needs, in one place

Each participant can access their personal account using an individual code sent by email. There, they’ll find everything they need to travel with peace of mind:

• their train or flight tickets, which can be viewed directly in the app, along with details of their planned luggage;
• practical information: the address of the hotel or venue, meeting points, emergency contact details and the numbers of the XXL staff on site;
• their room: for stays in twin rooms or bungalows, guests will find out who they are sharing with.

Before the event, the app also allows us to collect, in just a few clicks, the essential information we need to organise the event: food allergies, travel documents, T-shirt sizes for your goody bags, telephone numbers…

All of this is carried out in strict compliance with the GDPR. The consent and image rights form is signed electronically upon entering the app, and personal data is stored securely.

Behind the scenes: responsiveness and no nasty surprises

Behind the app lies a back-office system designed by and for our teams. Programmes, activity sheets, capacity charts, participants, forms, tickets: everything is managed from a single tool.

Participant lists can be imported and exported as Excel files, making it quick and easy to send the list of allergies to the caterer or the hotel room allocation.

Before each post goes live, we preview exactly how it will look on mobile devices – just as your participants will see it. We make any necessary adjustments, check everything, and then publish it.

And that’s just the start

An app, yes, but always with that extra touch of human warmth. It doesn’t replace our brilliant team on the ground: it allows them to focus on what matters most – your participants and the experience they’re having.