WhatsEase Delivers Big at Be Here Now Festival: 27x ROAS

Delivering Seamless Event Experiences Through WhatsApp Automation

At WhatsEase, we take pride in enabling organizations to streamline their operations and elevate user experiences through smart, conversational automation.

In this case study, we explore how Conmat Projects successfully executed the Urban Savitri Food Forest Festival — a creative weekend of music, art, and workshops — by leveraging WhatsEase for registration, communication, and check-ins.

Discover how they achieved a 2.7x ROAS, reduced manual workloads, and ensured a 90% check-in success rate — all while creating a delightful experience for over 1500 attendees.

Background

Urban Savitri Food Forest Festival is a unique cultural gathering hosted by Conmat Projects, Vadodara, celebrating sustainability, music, creativity, and community. In 2025, the organizers partnered with WhatsEase to simplify registrations, manage ticketing, and automate guest engagement — all through the ease and familiarity of WhatsApp. The goal was to reduce manual overhead and deliver a smooth, tech-enabled experience for attendees.

Objectives

WhatsEase enabled end-to-end ticket booking directly through WhatsApp, offering users a seamless experience from inquiry to confirmation. The platform automated payment collection and QR-based ticket generation, significantly reducing manual coordination for event organizers. Additionally, a cost-effective Instagram ad campaign was implemented to drive targeted traffic, further streamlining conversions and enhancing overall event efficiency.

The WhatsEase solution

Ticketing, reminders & check-ins in WhatsApp

How it works

Automation, Reminders & Real-Time Management

WhatsEase automated key event functions for the Urban Savitri Food Forest Festival, including ticketing, reminders, and real-time check-ins. Automated reminders kept attendees informed, while QR-based ticketing and secure payment integrations streamlined operations. The admin dashboard provided real-time analytics, saving over 25 man-hours and ensuring efficient event management.

Strategic marketing

Strategic Marketing Approach

With a modest Instagram ad budget of just Rs. 2,500, the Vadodara Fun Fiesta team executed a hyper-localized campaign targeting the youth demographic in the region. Instead of relying on traditional landing pages or third-party booking forms, all ad traffic was directed straight to WhatsApp.

This direct-to-chat strategy ensured a seamless, low-friction user journey—converting interest into confirmed bookings with minimal drop-off.

A modest Instagram ad budget drove significant returns, proving that smart targeting and seamless conversion paths can outperform heavy spending.

Results

Strong Performance & Return on Investment

Urban Savitri Food Forest Festival leveraged WhatsEase to drive seamless ticketing and communication via WhatsApp, resulting in:

• 70% reduction in manual registration effort
• 25+ man-hours saved over the 3-day event

Business impact

A delightful experience for every attendee

Automated payment collection and QR-based ticket generation significantly reduced manual coordination for event organizers.

Automated reminders kept attendees informed, while real-time check-ins reduced manual workloads throughout the weekend.

Reduced manual work while creating a delightful experience for over 1500 attendees.

Organizer quote

What the organizer said