The Challenge

It all began with a challenge: to create a system capable of handling the complexities of one of Latvia's largest and most beloved events. The festival, a vibrant tapestry of music, dance, and tradition, attracts thousands of participants and spectators from across the nation and beyond. However, with such scale and diversity came logistical hurdles that traditional methods could no longer address.

Our task was to develop a system ensuring a smooth process for participant registration for the Song and Dance Festival. This involved creating a user-friendly interface for participants to upload their photos and select their food preferences. The food selection feature was particularly important, as it aimed to reduce food waste, aligning with the festival's goal of being more environmentally friendly.

In addition to registration, the system needed to handle the management of festival events. This meant providing organizers with tools to enter and publish information about concerts and events, and updating this information in real-time. It was crucial that participants received timely notifications about any changes or important news throughout the festival period, ensuring they were always informed and engaged.
Post-festival, the system was designed to gather and analyze key statistics. This data collection was vital for assessing participation levels, app usage, and overall engagement, providing valuable insights for future planning and improvements. This comprehensive approach ensured that the festival was not only well-organized but also aligned with sustainability goals.

Software development process

Collaboration was key. We worked closely with festival organizers, performers, and attendees, incorporating their feedback to refine the system. This collaborative approach not only improved the software but also fostered a sense of community and shared ownership.
We deep dived into understanding the process and paid attention to usability of the backoffice, knowing that it will be used by artist group leaders of different ages and digital skills.

 

From the initial entry or coordinator data on January 30th to the final data submission in April, our software supported every step. It ensured that by February 13th, coordinators had performed the data entry of artist group leaders; and by February 27th, these leaders had entered the participants' data. By March 13th, participants were actively engaging with our system, receiving emails and completing self-registration through a mobile application we developed. This application was widely used, with over 70% engagement from various groups, highlighting the festival's digital embrace.

Support through festival week

During the festival, our team rigorously monitored the event management system to ensure its uninterrupted functionality. Real-time monitoring tools were employed to quickly detect and address any technical issues, preventing system downtimes. This proactive approach was essential in maintaining seamless proceedings of the event.

Our responsibilities also included providing daily statistics to the organizers, offering insights into participant engagement and event attendance. These reports were crucial for assessing the festival's day-to-day activities and planning future events.

Additionally, we offered comprehensive support, promptly responding to any technical queries and fulfilling specific data requests. Our team's dedication to providing accurate and timely information played a key role in the successful management of the festival. The reliability and efficiency of our support system were instrumental in the smooth execution of the event.

Archiving data for future festivals

In the final chapter of the project, we delve into the process of archiving the comprehensive data collected by our system during the festival. This chapter outlines our strategy for preserving vital information while maintaining privacy and data security. We discuss the transition from detailed individual data to aggregated statistics, which will be retained for future festival planning and analysis. The chapter emphasizes the importance of this archival process in building a sustainable framework for upcoming events, ensuring that the rich insights and learnings from this year's festival contribute to the continuous evolution and enhancement of future celebrations. This careful curation of data not only respects participant confidentiality but also forms a digital legacy, a repository of knowledge, to guide and enrich future iterations of the festival.

The Song and Dance Festival in Latvia was more than just an event; it was a celebration of identity, community, and the unifying power of culture. And for us, it was a proud moment of seeing our software not just solving a problem but becoming a part of something much larger – a legacy that would dance and sing through the ages.