How To Choose The ‘Right’ Event Management App For Your Company?
November 15, 2015
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The Navy Gold Coast 2025 stood as a pivotal event for businesses seeking to engage with the U.S. Navy and Department of Defense (DoD). Recognized as the premier Navy procurement expo in the United States, the conference was held from August 18–21, 2025, at the San Diego Convention Center. Presented by the National Defense Industrial Association (NDIA) San Diego Chapter, the event provided an unmatched forum for fostering dialogue and collaboration between industry and government stakeholders.
With over 1,600 registered attendees, including representatives from major defense contractors, small businesses, technology providers, and Navy officials, Navy Gold Coast 2025 was a high-profile event that required meticulous execution. Managing registration, handling large-scale check-ins, enabling real-time networking, and providing tools for lead generation were critical to ensuring the success of this multi-day gathering.
To deliver this experience, the organizers partnered with Eventdex, which served as the official event technology partner. Eventdex provided a comprehensive suite of digital solutions, including Check-in and Badge Printing, Matchmaking, Event App, Scan Attendee, Lead Retrieval, and on-site event support, to streamline event logistics and elevate engagement for all participants.
Challenges Faced
Despite the prestige of Navy Gold Coast, orchestrating an event of this magnitude brought with it several operational challenges. With thousands of participants and multiple program elements, the organizers faced the following hurdles:
The event welcomed a diverse audience, including Navy personnel, DoD officials, contractors, and business owners. Registrations were processed both in advance (through imports) and on-site via mobile apps. Handling such volume required a centralized, reliable system that could prevent bottlenecks and ensure accuracy. Without a robust registration process, the risk of errors, long lines, and attendee frustration was high.
First impressions are critical at high-profile expos. Long check-in queues or badge-printing delays could significantly impact the professional atmosphere. With 1,677 registrations and hundreds arriving on-site, the challenge was to keep entry fast, accurate, and hassle-free—especially during peak hours.
Networking is at the heart of Navy Gold Coast. Small businesses attend with the goal of connecting directly with Navy and DoD procurement officials, as well as large defense contractors. Traditional networking methods often fall short, as attendees struggle to find the right contacts in a crowded environment. The organizers needed a smart matchmaking solution to facilitate targeted, meaningful connections.
With multiple sessions, workshops, and matchmaking activities running concurrently, attendees needed a central hub to access schedules, event information, and updates. Without a mobile app, participants could easily miss key sessions or fail to maximize their time at the event.
Given the event’s scale and importance, technical glitches or logistical mishaps had to be avoided at all costs. The organizers required dedicated on-site support to troubleshoot in real time, assist with check-in operations, and ensure that the technology was seamlessly integrated into the flow of the event.
Exhibitors play a critical role at Navy Gold Coast, showcasing their products and services to Navy officials and DoD representatives. Many relied on collecting business cards or manual sign-up sheets in the past, which led to inefficiencies and lost opportunities. Exhibitors needed a modern, digital lead capture system to record interactions instantly and follow up effectively post-event.
Solutions Eventdex Provided
To address these challenges, Eventdex deployed its all-in-one event technology suite, customized to meet the unique requirements of Navy Gold Coast 2025. The following solutions were implemented:
Eventdex facilitated both imported pre-registrations and on-site registrations through the Scan Attendee App. This ensured that all attendees, whether they had registered weeks in advance or just walked in, were quickly processed and recorded in a unified database.
The streamlined process eliminated manual errors and kept registration smooth and professional.
Eventdex’s check-in system transformed the entry experience. Attendees were able to check in by simply scanning their QR codes, which automatically triggered instant badge printing.
The quick turnaround significantly reduced waiting times and ensured that attendees could move smoothly into sessions and networking areas.
To enable targeted networking, Eventdex provided its matchmaking solution, which paired attendees with relevant Navy officials, DoD representatives, or business counterparts based on their profiles and interests. Attendees could pre-schedule meetings, making their time at the expo more productive. This solution amplified the core mission of Navy Gold Coast, connecting small businesses with government procurement opportunities.
Eventdex deployed a dedicated event app that acted as the digital backbone of Navy Gold Coast 2025. Through the app, attendees could:
The app served as a one-stop platform that kept participants engaged and informed throughout the event.
Eventdex’s Scan Attendee App was used extensively by both organizers and exhibitors to manage check-ins and track engagement. This solution enabled the organizers to monitor attendance in real time, identify traffic flow patterns, and ensure proper staffing at busy entry points.
Exhibitors were empowered with Eventdex’s Lead Retrieval system, which allowed them to scan attendee badges and instantly capture contact details. This created digital profiles that could be tagged, noted, and exported for post-event follow-up. The mobile-friendly system eliminated the need for additional devices, making it easy and accessible for all exhibitors.
Recognizing the importance of flawless execution, Eventdex deployed a team of on-site support in San Diego. These professionals ensured that check-in counters, badge printing stations, matchmaking tools, and the event app were fully functional throughout the expo. Any technical issues were resolved on the spot, allowing the organizers to focus on delivering value rather than worrying about logistics.
The Results
By leveraging Eventdex’s technology, Navy Gold Coast 2025 achieved remarkable outcomes:
The registration system efficiently handled 1,677 total registrations, including 247 on-site. Attendees were checked in quickly, with 1,421 badges printed in real time. Long lines and bottlenecks were eliminated, creating a welcoming and professional first impression.
The matchmaking solution successfully connected small businesses with Navy officials and DoD representatives. Many attendees reported that the pre-scheduled meetings were the highlight of the expo, as they allowed for focused, strategic conversations that could lead to procurement opportunities.
With the event app as their guide, participants were better informed, more engaged, and able to maximize their time. From checking session details to connecting with peers, the app became an indispensable tool for navigating the busy expo.
Exhibitors benefited immensely from the lead retrieval system. Instead of juggling business cards and paper notes, they walked away with organized, digital leads that were easy to follow up on. This not only saved time but also increased the likelihood of converting leads into business opportunities.
With Eventdex’s on-site support, the organizers had peace of mind knowing that technology was running smoothly. Real-time monitoring of check-ins and attendee flow allowed for better crowd management, ensuring a professional experience from start to finish.
Final Thoughts
The Navy Gold Coast 2025 once again reaffirmed its position as the premier Navy procurement expo in the United States. By bringing together government officials, small businesses, and industry leaders, the event created a platform for collaboration and innovation that directly supports the Navy’s mission.
Behind the scenes, Eventdex played a vital role in ensuring the event’s success. Through its comprehensive suite of solutions, ranging from registration and badge printing to matchmaking, mobile apps, lead retrieval, and on-site support, Eventdex delivered speed, accuracy, and intelligence at every step of the journey.
For the organizers, exhibitors, and attendees alike, the result was a streamlined, engaging, and impactful experience. As Navy Gold Coast continues to grow in scale and importance, Eventdex remains committed to partnering with its organizers to provide the technology foundation that powers meaningful connections and lasting impact.
