2,500 members.
Zero chaos.
Here's how.
One of India's largest electrical and home appliances manufacturers brought 2,500 employees and families to Goa for their annual Family Carnival — and ran the entire group movement through Travelexic without a single coordination gap.
Branded attendee app · Goa
A large group, multiple sub-groups, zero room for error
The corporate event team needed every one of the 2,500 attendees — spanning diverse profiles and sub-groups — to receive their personalised flight details, hotel assignments, and real-time updates accurately, without manual sorting or repeated follow-up calls.
72% of participants downloaded and used the branded app directly. The remaining 28% received all their itinerary details automatically via email, WhatsApp, and SMS. Every attendee was covered, regardless of device or digital comfort level.
The challenge
- 2,500 attendees across multiple sub-groups with different flights and hotels
- Visa approvals, tickets, and insurance certificates to be distributed at scale
- Diverse digital comfort levels — not all attendees use smartphones fluently
- On-ground coordination breakdown risk from a single mis-mapping
- Corporate event team stretched thin managing logistics and attendee queries
The Travelexic approach
- Each attendee's flight and hotel precisely mapped to their sub-group profile
- AI-powered document distribution against bulk uploads — fully automated
- Multi-channel delivery: app, email, WhatsApp, and SMS in parallel
- Branded attendee app with live countdown, weather, and personal itinerary
- End-to-end support throughout the journey; query volumes stayed low
Four capabilities that drove the outcome
Flight & hotel mapping
Each member's flight and hotel was mapped precisely to their profile and sub-group — eliminating the single biggest source of on-ground confusion before the group even departed.
AI-powered document distribution
Visa approvals, flight tickets, and insurance certificates were distributed automatically against bulk uploads. No manual sorting. Every member received the right documents instantly.
Multi-channel reach
App, email, WhatsApp, and SMS worked in parallel — so app adoption rate didn't determine who stayed informed. Everyone was covered, every step of the way.
Branded attendee experience
Each participant saw a fully customised home screen — branded to the event, with a live countdown, destination weather, local time, and their personal itinerary. No generic interfaces, no shared logins.
"Because of correct mapping of flights and hotels, it made life easy. There were very few calls coming from passengers."— Corporate Event Team, Electrical & Home Appliances Manufacturer
What changed on the ground
| Area | Before Travelexic | After Travelexic | |
|---|---|---|---|
| Document distribution | Manual sorting across 2,500 profiles — error-prone and time-consuming | Automated against bulk uploads; every member received the right document instantly | Automated |
| Attendee communication | Single channel — high risk of reaching only part of the group | App + email + WhatsApp + SMS in parallel; 100% coverage regardless of device | Multi-channel |
| On-ground queries | High call volumes from passengers confused about flights and hotels | Very few inbound calls; information was accurate and accessible from day one | Near zero |
| Attendee experience | Generic or shared itinerary formats; no live event context | Personalised branded app with live countdown, weather, and individual itinerary | Personalised |
| Information gaps | Gaps inevitable with 28% of attendees not on the app | Zero information gaps — all 2,500 members fully informed via their preferred channel | Zero gaps |
Planning a large group movement?
Whether it's 50 or 5,000 members — see how Travelexic keeps your group coordinated,
your documents sorted, and your team free from follow-up chaos.