The Association of Washington Cities hosts its members at five major annual conferences and dozens of smaller workshops and webinars each year. Before recently migrating all registration data over to the Aptify system, AWC and its members were stuck utilizing an antiquated, inflexible third-party software to house affiliated event information. After years of employing excess time and manual work, AWC decided it was time for a change. To update its registration processes, AWC looked to its current AMS provider for an answer. “We needed a new solution that would allow us to be more dynamic with the ability to customize to better meet our members’ needs,” recalls Doug Evans, IT Manager at AWC.

1. AWC adapted the out-of-the-box Aptify
software with its own configurations to
account for the custom modifications needed.
Evans says, “We took a look at the stock Aptify
registration system and there were a number
of components that it didn’t provide.
“For instance, we often have individuals who
will register three, four, five people for an
event. Rather than having to register each
person individually, we added a dropdown
box to the registration page, so the individual
registering can add additional people that
work in their city, or at a company,” he says.
“That way, the information for the person
being registered will be populated into
text boxes and the order line item will be
changed. So, the details for one registration
can be selected and automatically applied to
multiple people in that order.”
Evans and his team looked to Aptify
for more alleviations than just this one.
They were particularly interested in
implementing “housing functionality”
to expose hotel information and room
arrangements associated with an
event through the web interface. Evans
articulates, “You can view a listing of
the rooms that are currently available
and which ones are already booked for
which nights, and then you can choose
the nights you plan to attend.” Because
this information is linked to registration,
housing can be individually selected for all
people registering for an event.
With this new venture underway, AWC is
continuing to work with Aptify consultants
to further its progress. Right now, they’re
in the testing phase for tying campaign
codes to individual line items, rather than
entire orders, so applying reduced rates to
registration fees can be completed more
seamlessly in less time.
The benefit AWC has received goes well
beyond merely saving money. Evans states,
“We’ve saved thousands of dollars by
cutting ties with our third-party system and
gained immense value through the ability to
customize the experience. We’re able to fully
automate many of these processes, saving
us staff time in managing the system.”
Making an Event Out of
Enhanced Registration
SNAPSHOT
Customer Profile
AWC’s mission is to serve its
members through advocacy,
education and services.
AWC is a highly respected voice
of cities and towns before the
state legislature, congress,
government agencies, and others.
It is the leader in providing
valuable services and continuing
education for its membership of
Washington’s 281 cities and towns.
AWC is the catalyst for promoting
communication between cities
and towns and for developing a
broad public understanding of the
important roles of cities and towns
across the state.
How AWC Saves Time and Money through Configurations
The Association of Washington Cities hosts its members at five major annual conferences
and dozens of smaller workshops and webinars each year. Before recently migrating all
registration data over to the Aptify system, AWC and its members were stuck utilizing an
antiquated, inflexible third-party software to house affiliated event information. After years
of employing excess time and manual work, AWC decided it was time for a change.
To update its registration processes, AWC looked to its current AMS provider for an answer.
“We needed a new solution that would allow us to be more dynamic with the ability to
customize to better meet our members’ needs,” recalls Doug Evans, IT Manager at AWC.
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