The challenge
For exhibitors like Chuck Fazio, long lines at events can create serious challenges:
- Attendee frustration and missed sessions. 2 hour wait times in physical lines can result in attendees missing out on other event opportunities.
- Inefficient crowd control. Without a virtual waitlist, event staff often struggle to manage the crowd and keep things moving efficiently.
- Limited sponsor visibility.
The solution
At Cvent CONNECT 2025, Chuck partnered with NextMe’s line management software to replace his physical line with a virtual solution. The results were immediate and impactful. Attendees checked in by scanning a QR code, tracked their place in line from their phone, and were free to explore the show until it was their turn. This shift improved the attendee experience, increased booth retention, and delivered measurable value for sponsors.
NextMe implemented a virtual line management system specifically designed for high-traffic exhibitor booths:
- Mobile self check-in using QR codes. Attendees joined the waitlist instantly by scanning a QR code and filling out a brief self check-in form, freeing them to explore the rest of Cvent CONNECT.
- Real-time SMS notifications. Attendees could check their position in line from the virtual waiting room and received SMS texts updating them when it was time to return back.
- Branded virtual waiting room. The Virtual Waiting Room featured the sponsor’s content (AMEX) to drive and track engagement during wait times.
- Optimized staff workflow. NextMe’s live waitlist dashboard gave staff real-time control and insight into the attendee flow.
The results
By using NextMe’s virtual queue technology to manage the headshot experience, Chuck was able to implement a better attendee flow at his booth, drive increased sponsor engagement, and deliver a tangible ROI.
- Improved attendee experience. NextMe removed over 2 hours of physical wait time per attendee, freeing them to network, attend sessions, and enjoy the show. This resulted in increased overall satisfaction and return traffic to the booth.
- Increased staff efficiency. 25% more attendees completed the experience compared to previous activations and staff could focus on delivering high-quality headshots, not managing a line.
- Sponsor value, delivered. AMEX received a whopping 15.9% user click-through rate in the Virtual Waiting Room and attendees spent an average of 1 minute and 30 seconds engaging with their promoted content. These transparent metrics provided a measurable return on sponsor investment.
“It’s like I’m at Disney World... it’s super convenient!”
