# How NextMe’s Modern Virtual Waiting Room Helped South by Southwest XR Exhibitors Retain 32% More Attendees

> Learn how South by Southwest event organizers used NextMe’s waitlist and virtual waiting room to streamline attendee flow to their exhibits.

Source: https://nextmeapp.com/case-studies/south-by-southwest/

![An attendee wearing a VR headset reaches out inside an exhibit at the SXSW XR Experience](https://nextmeapp.com/_astro/vr-headset-attendee.UAe8m2NS_1HLv0M.webp)

[Case studies](https://nextmeapp.com/case-studies/) · [Events](https://nextmeapp.com/case-studies/?industry=events)

The [SXSW XR Experience](https://www.sxsw.com/exhibitions/sxsw-xr-experience/) is a major event showcasing the latest in virtual and augmented reality (VR/AR) technology. It attracts a global audience of innovators and enthusiasts who explore cutting-edge interactive experiences and creative storytelling.

![South by Southwest](https://nextmeapp.com/_astro/sxsw.a0d_fYMt_Z11kSOc.webp)

-   **South by Southwest** Client
-   **Events** Industry
-   **September 22, 2026** Updated

Key outcomes

-   **32%** more attendees retained

## The challenge

With so many people eager to experience the XR exhibits, managing wait times and communicating with attendees in real-time became a big challenge for exhibitors. Long lines and unclear wait times in previous years had made it hard for attendees to know when to return to an exhibit, leading to frustration and a less enjoyable experience.

![Floor map of the SXSW 2024 XR Experience exhibits in the Congressional Ballroom](https://nextmeapp.com/_astro/xr-exhibit-map.C13RbfEO_rS2Pv.webp)

In a packed exhibit hall, organizers needed an easy way to manage attendee flow.

![The SXSW XR Experience guest flow: the Join the Waitlist form, the confirmation text, and the South by Southwest virtual waiting room](https://nextmeapp.com/_astro/xr-exhibit-guest-flow.DmXsSz3k_3xCOg.webp)

The South by Southwest event exhibitor flow, powered by NextMe and fully branded for their event.

## The solution

To solve this, SXSW XR Exhibitors used NextMe’s modern [virtual waiting room](https://nextmeapp.com/virtual-waiting-room/). Attendees joined the wait for exhibits through NextMe’s [self check-in](https://nextmeapp.com/self-check-in/) form. By incorporating QR codes, tablet kiosks, SMS updates, and an easy-to-use virtual waiting room, attendees could check in, get real-time updates, and know exactly when to return to an exhibit. This system reduced the need for physical lines and improved communication between exhibitors and attendees.

![An attendee in a VR headset and headphones inside a red-lit exhibit at the SXSW XR Experience](https://nextmeapp.com/_astro/vr-exhibit-attendee.DMF1QPFv_Z1DEuBa.webp)

Photos by Tico Mendoza, courtesy of SXSW.

## The results

NextMe’s solution helped SXSW XR Exhibitors retain 32% more attendees that would have otherwise walked out. In addition to sticking around, attendees appreciated the convenience of timely updates and the flexibility to explore other parts of the event while waiting. This improved the overall experience for both attendees and exhibitors, contributing to the overall success of the SXSW XR Experience.

> “NextMe is so easy to use and set up. The seamless SMS notifications improve the experience for both my team and the attendees.”

Hannah HembreeHead of Distribution, AmazeVR

> “NextMe makes everything easier. It’s simple to use, helps us connect with people, and avoids long lines. We’ve tried other apps, but NextMe is by far the most intuitive and easy to onboard.”

Ricky BerrinProducer, Persuasion Machines

## More event case studies

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-   [NextMe Powers the Virtual Queue for The Shop at Fanatics Fest NYC 2026](https://nextmeapp.com/case-studies/the-shop-at-fanatics-fest/) — Events · See how NextMe ran the virtual queue for The Shop at Fanatics Fest NYC 2026, giving nearly 800 fans their festival time back while staying engaged.
    
-   [How Hello Kitty Cafe Chicago Managed 4,600+ Guests at the World’s Largest Grand Opening](https://nextmeapp.com/case-studies/hello-kitty-cafe-chicago/) — Events · When Chicago police threatened to shut down the world’s largest Hello Kitty Cafe grand opening, NextMe’s hybrid queue moved 4,600+ guests off the sidewalk.