Portfolio Details - Event Management Platform for AIS Forum

Online delegation registration and approval for an intergovernmental forum of 51 archipelagic and island states, replacing email and spreadsheets.

Delegate login and registration page of the AIS Forum portal
Delegate dashboard listing upcoming AIS Forum meetings to register for
Step-by-step delegation form: personal information, travel information, documents and requirements
AIS CMS admin panel managing the country list with export to CSV, Excel and PDF
Email template editor in the CMS with placeholders for the delegate name and event
Automated confirmation email sent to a delegate after submitting a registration

Project information

  • Category: Website Development
  • Client: AIS Forum Secretariat, through Bentuk Warna Citra (design agency)
  • Project year: 2022
  • Duration: 3–4 months, including post-launch enhancements
  • Team: Business analyst, developer, QA, infrastructure & operations
  • Status: Delivered · retired after the event ended
  • Stacks: Python, Django, MySQL, Hostinger

Event Management Platform for the AIS Forum

The Archipelagic and Island States (AIS) Forum brings together government delegations from 51 archipelagic and island states, coordinated by a Secretariat in Jakarta. Before this platform, registering delegations for each meeting ran on email and spreadsheets. Secretariat staff collected personal, travel and passport details by hand, chased missing documents, and tracked every approval manually.

Working with Bentuk Warna Citra, the design agency that introduced us to the Forum, we built a registration platform with two sides. Delegates create an account, choose a meeting and complete a guided, step-by-step form, either for themselves or for their whole delegation, and receive a confirmation email when they submit. The Secretariat works in an admin CMS where they publish events, review and approve submissions, manage countries and members, edit email templates and see every submitted form on one reporting page, ready to export.

Our team of a business analyst, developer, QA and infrastructure & operations delivered it in 3–4 months, including enhancements after launch. The platform went on to support 5–6 Forum events, including the 7th Senior Officials Meeting in Suva, Fiji in 2023, the first held outside Indonesia.

Key Features

  • Delegate portal: create an account once, then register for any upcoming meeting
  • Step-by-step delegation form covering personal details, travel and passport information, documents and requirements
  • Register colleagues or a whole delegation from one account
  • Autofill from previous registrations, so returning delegates don't retype their details
  • Approval workflow for the Secretariat to review and approve each submission
  • Automatic confirmation emails, with templates the Secretariat edits in the CMS
  • Admin CMS for events, countries, members and delegations
  • Reporting page for all submitted forms, with export to CSV, Excel and PDF
  • In-app help chat for delegates who get stuck