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Keeping Track with Amlink Accreditation

Keeping Track with Amlink Accreditation ( After the Olympic Games and the FIFA World Cup, the Rugby World Cup is the
largest sporting tournament in the world, an event of growing complexity every
four years.

The logistics for staging Rugby World Cup go far beyond the stadiums, with a
massive accreditation program used to manage VIPs, teams, media, officials,
volunteers and all the salaried support staff to run the events.

Amlink Technologies has developed the world’s most sophisticated accreditation
module which works online to ensure only approved people were in any
particular spot during RWC 2007 in France, Scotland and Wales.

“Since the Rugby World Cup in 2003, Amlink Technologies has worked in
partnership with the International Rugby Board (IRB) to develop our software to
evolve and meet the changing requirements,” says Trevor Gardiner, CEO of
Amlink Technologies.

Some 40,000 records were processed through these accreditation portals. The
outcome of the accreditation process was to generate passes from Amlink’s
eventsPro, giving clear visual permissions to approved areas within the venues
and access to functions.

Similar treatment was provided for the volunteers, who are the backbone of the
tournament on match days. With a significant increase in volunteers in 2007, a
portal was developed for volunteers to submit their applications on line.
Volunteers could also log back in to update their details and see if their
requested position had been approved or not.

The volunteer online portal was also used to manage all communications with the
7,000+ personnel. This included individual position and venue allocation at each
of the stadiums, shift scheduling, meal and transport ticketing, and, training
requirements for the role,” Mr Gardiner said. “The logistics of managing the
volunteer community was significantly streamlined by the portal.”

Media ticketing was streamlined. The media access to venues provided
significant challenges towards the end of tournament when it wouldn’t be known
until a few days out of the match which teams would be meeting one another.
Media from a team country were obviously given priority.

The Media Ticketing was also undertaken via a portal. The media were able to
submit an online application where they could request the matches they wanted
to attend. The Media Ticketing process included a sophisticated ranking and
priority point-based matrix which included whether the media was from a team
country or not. From the points automatically applied to each media application, Amlink’s newly developed Visual Allocation tool was able to allocate the seating, down to the actual seat in each stadium. The system also enabled wait-listed media to be given access, as late as 30 minutes before a game started, if pre-allocated seats were not required.

“While the system focused on media ticketing, volunteer management, venue
accreditation and transportation logistics, with no paper application forms
required, the sheer volume of people that accessed the system via the internet
portals made this a milestone success for Amlink Technologies,” Mr Gardiner

Amlink and the IRB started work in March 2006 and the roll out of the software
was used at the Top 14 competition played throughout France (Aug 06 – June
07), the 6 Nations tournament (Feb-March 07), the Test Match at Marseille
(October 2006) and the Rugby World Cup (September to October 07).

Amlink Technologies has been involved since the Australian 2003 Rugby World
Cup and will continue to partner the IRB through to the New Zealand Rugby
World Cup in 2011.

About Amlink Technologies

Amlink’s flagship software, eventsPro is one of the world’s leading event management systems providing industry benchmark technology to the meetings sector. eventsPro sets the standard in events management technology and today the system caters to a diverse clientele in over 50 countries to manage their meetings and events. It is the choice for many governments and some of the world’s largest corporations, associations and event planners.

For more information contact Chantal Mortimer - Global Marketing Manager Email:

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