NASPA

NASPA, the association behind the largest student affairs conference in the US, over 7,000 attendees every year, hired us to revamp how their team plans it with a proper app that centralizes everything. Their team led the vision and the specs; we did the product design, UI/UX, and development.

Planning a conference this size means thousands of moving pieces: sessions, venues, rooms, program types, menus, AV and catering, plus the vendors behind them. All of it lived in spreadsheets and old software. Nothing talked to each other, costs were calculated by hand, orders and approvals moved over email, and vendor requirements came in every format except the one you needed.

We built one internal web app around the way their team actually plans. Every session, venue, room, program type and menu lives in one place, costs are calculated automatically, and orders go through proper approval workflows, with team management, roles and permissions, and task reassignment built in. Vendors got their own portal to submit their info and requirements directly, no more chasing attachments.

NASPA's team went from spreadsheets, old software and endless email back-and-forth to one centralized web app built around how they work: a single live plan everyone worked from, costs calculated in real time, approvals handled in the app instead of inboxes, and vendors submitting their info and requirements directly. Planning the biggest student affairs conference in the US got a system that finally matched its scale.