How NextMe’s Virtual Waitlist Solution Helped Increase Headshots by 40% at NatCon25

The challenge

Cantata Health, a leading provider of software solutions for post-acute and behavioral health organizations, sponsored a Headshot Café to give attendees free, professional headshots. To bring the experience to life, they partnered with GO MLR, an experiential marketing agency known for creative brand activations and photo experiences at high-traffic events.

At previous events, headshot activations were magnets for attendees — but they also created unmanaged lines and bottlenecks. Guests sometimes waited over two hours for their turn, missing sessions and leaving staff overwhelmed. Without a way to communicate wait times or manage the flow, the experience became frustrating for both attendees and the photography team. With over 8,000 guests attending NatCon 2025, Cantata and GO MLR needed a scalable solution to run a high-volume headshot station without burning out their team or creating a traffic jam on the show floor.

The solution

To streamline the guest experience and increase throughput, Cantata implemented NextMe’s virtual waitlist solution built for high-volume event activations. Here’s how it worked:

• QR code-based virtual check-in. 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 the conference until it was their turn.
• Real-time status updates. 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.
• Optimized staff workflow. Photographers maintained a steady momentum of headshots while staff used a live dashboard to monitor no-shows, check-ins, and pacing.

Cantata customized a branded Virtual Waiting Room to answer FAQs, promote its solutions, and keep guests engaged while they waited.

The results

By using NextMe’s virtual queue technology to manage their headshot activation, Cantata and GO MLR delivered a smoother experience for both attendees and staff that led to a far more productive and enjoyable event:

• 504 professional headshots captured. This exceeded the expected capacity of 360 headshots.
• 40% increase in throughput. Compared to previous events without NextMe, the booth completed more headshots with less stress.
• 85% retention rate. The vast majority of guests returned to complete their headshot.
• Improved booth flow, eliminating crowding and congestion. Event areas remained organized and comfortable, even during peak periods.
• Happier guests and staff. Attendees were free to explore the rest of the conference rather than standing in line and staff could service guests at their preferred pace.