Partner spreadsheets
Vendor rosters and allocations were collected, combined, checked, and revised by hand.
RTS CUSTOMER RESULT · EVO 2026
How RTS replaced spreadsheet check-in with one live attendee operation at Evo.
June 26-28, 2026Las Vegas Convention Center, West Hall12,400+ Rally check-ins
THE CHALLENGE
100+ vendor files. Daily competitor updates. One person holding it all together.
RTS reported that, before Rally, its team collected more than 100 partner spreadsheets, combined them by hand, and chased revisions through email. Competitor registrations were pulled from start.gg and deduplicated again with every update. Internal requests for additions, upgrades, and sponsor changes also flowed through one person for review.
THE RALLY APPROACH
One live record from registration through pickup.
Rally consolidated incoming files, showed what changed before an update went live, and kept duplicate records from multiplying. Partners maintained their own rosters in scoped portals. At the door, Rally centralized QR credentials and manual search in one current check-in system.
BEFORE RALLY
The spreadsheet was the system.
Per data refresh
Custom scripts and manual deduplication made every competitor update slow and left the list behind reality.
At the check-in desk
QR codes existed for some attendee groups, while VIP, press, and guest check-in still relied on a shared spreadsheet and manual lookup.
THE OPERATING MODEL
One controlled path from incoming data to an open door.
RTS implemented Rally across the multi-month registration cycle, giving the team time to configure the data, credential, partner, and check-in workflows before attendees arrived.
Consolidate
RTS brought competitor registrations, partner rosters, and internal additions into one operating record.
Reconcile
The team previewed updates, resolved conflicts, and merged duplicate people without rebuilding the master list.
Delegate
Each partner received a scoped portal for its own roster and allocation, while RTS retained control of the full event.
Credential
RTS centralized badge access, merchandise, forms, and QR credentials in Rally.
Operate
The team checked people in, confirmed pickups, handled exceptions, and preserved an attributed history of every change.
THE RESULT
Rally coordinated arrivals, partner rosters, fulfillment, and forms.
12,400+check-ins recorded in Rally
134vendor groups configured in Rally
19,770merchandise units tracked in Rally
“Registration has never been smoother. It helped us reduce costs while making the attendee experience better.”Kim Phan · COO, RTS
COMPLEXITY, MADE OPERABLE
More than a faster check-in line.
Rally gave RTS one software system to coordinate access, fulfillment, approvals, and last-minute changes across the event.
12 badge types. One place to manage them.
Rally gave RTS one place to assign and manage badge access across the event.
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Required forms built into check-in.
Staff could see who still needed to accept Terms & Conditions, sign a release, or provide parental consent.
Credentials, merch, and add-ons confirmed at pickup.
Staff saw what each attendee was assigned. Rally kept inventory current as items were handed out.
THE ARRIVAL EXPERIENCE
Attendees noticed shorter waits.
Rally centralized QR credentials and manual search, helping staff move attendees through check-in faster. Attendees across the check-in process reported shorter waits and a smoother experience.
At the VIP, press, and guest desk, the same system replaced a shared spreadsheet that had added friction.
ABOUT THE NUMBERS
A note on the results.
Evo check-in, vendor-group, and merchandise totals come from Rally platform records. Historical workflow details were provided by RTS. Arrival experience observations reflect informal feedback shared by attendees onsite.
Qualified customer reference conversations may be available for serious buyers, subject to RTS approval and availability.
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