Wakayama Dream Day Committee
For a large-scale event for children with disabilities and their families, manually managing ~1,200 applications, lottery selection, and check-in resulted in enormous costs and time spent on inquiries and invitation mailings
Challenge
"Dream Day at the Zoo" is a social welfare event that invites children with disabilities and their families to a zoo free of charge. The 2025 edition was held at Adventure World and received approximately 1,200 family applications. Previously, applications were managed via spreadsheets with manual duplicate checking and paper invitation printing and mailing. Inquiry handling alone reached 48 cases, placing a significant burden on the volunteer committee staff.
Solution
Application intake was digitized using TIMEWELL BASE's form feature, with automatic duplicate checking and CSV export. The lottery function dramatically shortened the winner confirmation process that previously took 8-10 days. Winner notifications were sent automatically from the system, eliminating printed invitation mailings. On the event day, QR code check-in enabled swift entry and reduced participant wait times.
Results
Inquiries
48 → 6 (87.5% reduction)
Lottery confirmation lead time
8-10 days → ~1 hour
Invitation mailing costs
~¥700K saved
Operational workload
Reduced by more than half
Client Testimonial
The application management, duplicate checking, and CSV export features were excellent — a truly great solution. Being able to handle everything from the lottery to day-of check-in within a single system significantly reduced the burden on our volunteer staff.
Yuki Shimanaka
Wakayama Dream Day Committee
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