How Zoho Contracts managed the WCC Roadshow using Zoho Tables

On March 5, 2025, the Zoho Contracts team hosted the World Commerce and Contracting (WCC) Roadshow in Chennai, India. The event was aimed at bringing commercial and contracting professionals together for a day of learning, networking, and knowledge sharing.

This event had to be entirely planned, organized, and executed by three marketers, with support from the larger team only on the event day. Since the team was already managing their monthly marketing tasks and their approvals usings Zoho Tables, they decided to try solving this event management use case using the same tool.
 In this blog, we'll see how Zoho Tables helped them manage the entire event without a hitch.

What is Zoho Tables?

Zoho Tables is a modern work management tool that helps businesses plan and track work, organize and visualize data, automate workflows, and collaborate efficiently.

It has advanced AI capabilities that help users customize Zoho Tables for any use case. Users can also set automation for repetitive tasks, view data in different formats, and create relational databases instantly.

Zoho Tables' mobile app is as powerful as the web application. It boasts of mobile-specific features like optical character recognition (OCR), which helps users scan grids and export the data to a table, and voice notes for easy collaboration.

Here's how the event unfolded

Pre-event preparation

The team needed to plan the upcoming event with multiple tasks and approvals. Their requirements included managing guest lists, tracking inventory, placing orders for new goodies, handling content assets, and organizing tasks like venue setup, F&B, photography, and guest invitations:

• The team got right into the action without focusing on the administrative setup. First, they created an event management base using Zia.

• Then, they tweaked the base provided by Zia to suit their needs, creating multiple views for better data interpretation and quicker decision-making.
• They used kanban view to track the progress of their content assets.

• They created a gallery view of the goodies to make them look visually appealing and track the price and availability of each item at a glance.

In the lead-up to the event, the team had to follow up with multiple stakeholders, like vendors and event managers. To ensure timely follow-ups, they used calendar view to track important dates and deadlines for deliverables.

During the event

The team completed all the pre-event activities as planned. On the day of the event, they needed a simple system to track guest check-ins, monitor if goodies were collected, and confirm that guests reached the venue on time.

Multiple people from different locations had to update data in real time. When the guests arrived at the main entrance, the volunteers got their details and handed them their ID tags. They then updated the status as "Tag collected" in the table. Once the guests reached the venue, the marketing team distributed goodies and updated the status to "Checked in".

Once the event was over, the guests returned their ID tags, and the volunteers at the main entrance updated the status to "Tag returned". This ensured that the entire check-out process was seamless.

Post-event

The team had to handle follow-up tasks after the event, such as tracking leftover stock, filing expenses, and contacting guests for feedback using form view.

And that's a wrap!

The WCC Roadshow in Chennai was a success with smooth execution, happy guests, and valuable conversations all around. Zoho Tables played a key role behind the scenes, helping the Contracts team stay organized throughout the event and ensuring a great experience for everyone.

Try Zoho Tables today!