Case Study 

Wildlife Federation of Virginia - Old Dominion one-shot turkey hunt registration


Business Case

Since 2015, the Wildlife Foundation of Virginia (WFV) has teamed up with the Virginia Department of Game and Inland Fisheries (DGIF) to host the Old Dominion One-Shot Turkey Hunt.  The hunt is one of the primary fundraisers for the Foundation, and proceeds support youth hunting opportunities to build the next generation hunter.  

The One-Shot Turkey Hunt event includes a series of smaller activities, including a Guide Dinner, a Guide/Hunter dinner the night before the hunt, the hunt itself, and an after-hunt Celebration Dinner. The Foundation raises funds not only by selling hunt and Celebration Dinner tickets, but also through sponsorships and donations.  

WFV has limited staff and resources, and the effort to support such a large event and associated activities can be arduous and time consuming.  In the past, the Foundation has leveraged one-off online solutions to collect payment for the hunt, dinners and sponsorships.  The registration process, however, remained manual.  The process of filling out and mailing a form and then making payment through a 3rd party website was awkward and confusing for end users and burdened the Foundation with additional customer service. Managing registrants, collecting mailed-in payments, performing reconciliation tasks, and extrapolating information for reporting purposes were all performed manually by WFV staff. The need to create efficiencies and simplify the complex registration process highlighted the opportunity for DGIF and WFV to implement a new consolidated solution to fulfil its event registration and payment needs. 

The Solution

In January 2017, DGIF and WFV partnered with Virginia Interactive (VI) to streamline its registration and payment process by launching a new mobile friendly Event Registration website. Hunters, Sponsors and guests can now easily register for the Hunt or Celebration Dinner and make payments online.  The Event Registration solution includes an administrative component that provides significant efficiencies for the Foundation. Vastly improved capabilities include registrant information management, the ability to track registrations and sponsorship activity, view reports, deliver automate messaging and reminders, and conveniently generate printed materials for the event. The solution was configured and ready for production in less than 30 days. 

The T​ools

  • ASP.Net MVC
  • Microsoft SQL Server 2008
  • Uses 128 bit Secure Sockets Layer (SSL) Certificate
  • 2012 Windows environment hosted in a secure tier 4 data center with redundant co-location and failover

The ​Results

  • Reduced Printed Forms – Electronic form submission eliminates the need for the Foundation to manually process, track, and reconcile registrants and sponsors
  • Improved Data Accuracy and Reporting – Automated form submissions eliminate the need for manual data entry thereby improving accuracy in reporting and end-of-event analysis.
  • Enhanced Customer Experience – In addition to a single convenient location register for event activities, users can return and cancel or make additional purchases or donations through the secure login.
  • Efficiency Gains - With automated tracking, data processing, reporting, and auto-generated printed deliverables; DGIF and WFV realized significant efficiency gains and reduced work effort.
  • Mobile Friendly – Along with a customized design to match the website, the Events Registration website incorporates a responsive design that offers an enjoyable user experience via any computer or mobile device.