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How Attendee Support Fueled Scalable Growth for Youth Quake

Youth Quake, overwhelmed by manual registration and support, found a solution with Brushfire. Automated tools and attendee support led to full registration in 33 hours, reducing support requests by 90%, and enabling sustainable growth.

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Youth Quake is a renowned Christian youth retreat hosted by Briercrest College and Seminary in Caronport, Saskatchewan, with a remarkable 60-year legacy. What began as a weekend retreat combining intensive activity and spiritual ministry has evolved into one of Western Canada’s premier youth events, attracting participants from across multiple provinces.

From its “glory years” in the 1990s and early 2000s when it hosted up to 2,000 attendees with high-energy concerts and entertainment, Youth Quake has evolved to focus more on youth groups with leaders, emphasizing teaching and training while still maintaining engaging activities. The event serves junior and senior high school students who stay in dorms, eat in dining halls, and participate in intentional small group time.

Cora Lee Schulz has been involved with Youth Quake for 25 years, serving as the registration coordinator for the past four years. Prior to implementing Brushfire, she personally managed all aspects of attendee registration and support for this massive event.

The Challenge

Youth Quake had outgrown its previous in-house registration system, which relied heavily on manual processes. The system lacked automation, required constant hands-on management, and placed an overwhelming support burden on a single part-time staff member. Key challenges included:

  • Manual Registration Workflow: Event staff had to enter registration information manually, creating inefficiencies and increasing the likelihood of errors.
  • Overwhelming Support Demands: With one person managing all incoming emails and phone calls, support was unsustainable, especially as registration volume increased.
  • Lack of Capacity Controls: The existing system had no way to automatically cap registrations, requiring constant oversight and manual intervention.
  • System Crashes: During peak registration periods, the system couldn’t handle the traffic, resulting in crashes and exceeding capacity limits, which created major logistical challenges.
  • Staffing Constraints: With a planned retirement approaching, there was no backup plan to cover registration responsibilities, threatening the event’s future scalability.
"I would tell anyone to use Brushfire because the system is great. But probably the biggest thing is that it's a partnership. With you all, I feel like you actually care. You're actual people that we can talk with, that we can phone, that are willing to meet with us and say, 'Hey, we'd like to figure this out with you, but we'll also give you access, to be able to do this along with us.' You guys do it all. I felt very supported."
Cora Lee Schulz
Director, Youth Quake

The Solution

Youth Quake implemented Brushfire to modernize its registration process and offload attendee support. The platform provided a comprehensive solution designed to automate, simplify, and scale with the event’s needs.

Key features of the implementation included:

  • Streamlined Registration: Brushfire’s user-friendly platform allowed attendees to register quickly and efficiently, with automatic capacity limits in place.
  • Built-In Support Services: Attendees could contact Brushfire’s support team directly, reducing the number of inquiries sent to event staff.
  • Flexible Registration Types: Organizers could create and manage multiple ticket types for different attendee experiences, including partial event access.
  • Robust Waitlist Functionality: A self-service waitlist feature enabled controlled admission when spots opened, with personalized registration links sent directly to selected individuals.
  • Integrated Payment Processing: Automated confirmation emails and payment instructions simplified the checkout process.
  • Administrative Oversight: The team retained backend access, allowing them to collaborate with Brushfire support and manage registrations as needed.

The Results

Youth Quake saw immediate and impactful results after transitioning to Brushfire:

  • Faster Registration Completion: The event reached full capacity within 33 hours—an unprecedented speed compared to the previous two-month window.
  • Automated Capacity Management: Real-time controls prevented overbooking, eliminating the need for manual oversight during registration.
  • Significant Reduction in Staff Workload: The volume of support inquiries dropped dramatically, enabling staff to focus on event planning and execution.
  • Effortless Waitlist Integration: Registrants on the waitlist could complete their sign-up and payment without additional staff involvement.
  • Improved User Experience: Attendees and group leaders found the system intuitive and easy to navigate, reducing confusion and frustration.
  • Enhanced Organizational Support: The Brushfire team provided ongoing assistance and collaboration, reinforcing a sense of partnership throughout the process.

The Impact

The partnership between Youth Quake and Brushfire demonstrates how the right registration and attendee support platform can transform a legacy event’s operations. By implementing Brushfire, Youth Quake was able to automate critical processes, reduce staff workload, improve the attendee experience, and ensure the event’s continued success for years to come.

The solution not only addressed immediate challenges like registration crashes and capacity management but also provided a sustainable framework that will support Youth Quake’s growth even as staff transitions occur. Most importantly, it maintained the personalized support experience that attendees value while making it more efficient and scalable.

Youth Quake’s experience highlights Brushfire’s unique value proposition: powerful technology combined with genuine partnership and support that allows event organizers to focus on creating exceptional experiences rather than managing registration logistics.

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