Ensemble Travel

01 • AGENCY INTRODUCTION

Penega

A Montreal-based multidisciplinary agency structured into 4 specialized studios pushing creative and technological boundaries.

Merging creative stories and complex engineering under one roof, we execute customized portals, unified digital assets, and HubSpot CRM integrations.

1. Design & Branding

Unique visual identities, wireframes and high-fidelity layouts.

2. Technology & Web

Tailor-made web portals, Zoom integrations and database architectures.

3. HubSpot & CRM

Bi-directional database mapping, workflow setups and marketing sync.

4. Digital Campaigns

Strategic lead-generation campaigns, creative media ads and SEO.

Explore penega.com

02 • PROJECT PURPOSE

Modernizing the Ensemble Congress Experience

A high-performance integrated digital portal tailored to optimize congress member conversion and scheduling workflows.

Unified Portal: Advisor-centric layout connecting calendar filters, registration tools, and passes in one web view.
Real-time CRM Sync: Bi-directional HubSpot pipelines mapping checkout records and session bookings instantly.
Square Gateway: Secure transactions handling discounts, waitlist allocations and instant refunds safely.

03 • BUSINESS VALUE

Strategic Advantages for Ensemble

How the proposed system resolves key registration bottlenecks and improves supplier networking results.

Conversion Optimization

Streamlined checkout wizard incorporating hotel bank pre-bookings directly prevents advisor dropout.

Target Matchmaking

Matches premium travel advisors with relevant cruise lines and preferred hotel properties automatically based on CRM fields.

Live Analytics Insights

Real-time analytical graphs covering transactions, room allotments, and delegate check-in progress metrics.

04 • TECH STACK

Technical Architecture & APIs

A high-performance modern web system leveraging standard industry platforms.

Square Web SDK: Secure card tokenization iframe shielding credit card details from local servers.
Bidirectional Sync: HubSpot CRM endpoints connection updating client profiles and sales records instantly.
Zoom Webcast Engine: Embedded video frame featuring chat, polls and active user lists in one UI view.

SSL/TLS 1.3 & AES-256

SSO SAML 2.0 / OIDC

WAF Application Shielding

05 • ONSITE RUNTIME

Onsite Participant Experience

Ensuring fluid physical check-in and automated ticket issue at the event location.

QR Code Check-in

Digital pass loaded with encrypted tokens displayed inside the attendee profile page for quick arrivals.

Thermal Badging

Direct linkage with ticket desk printers to produce physical congress badges immediately on the first scan.

Hotel Bank Allocation

Interactive pre-negotiated room block records linking attendee files with active hotel booking statuses.

06 • TIMELINE ROADMAP

Deployment Roadmap & Next Steps

Delivery phases and milestones mapping from inception to final onsite roll-out.

Phase 1: Conception & Architecture (Months 1-2)

- Draft specifications schema and database model.
- Wireframes and UI/UX layout validation.
- Set up environment configurations.

Phase 2: Core Build & Development (Months 3-6)

- Implement Square transaction workflows.
- Develop interactive agenda & meeting planners.
- Validate adaptive viewport layouts.

Phase 3: Integration & CRM Sync (Months 7-8)

- Connect Active Directory with SSO Extranet.
- Configure HubSpot CRM bidirectional sync.
- Integrate Zoom live video player API.

Phase 4: QA, Pilot & Deployment (Months 9-10)

- Perform QA, load testing and audit security.
- Launch pilot test with luxury travel advisors.
- Onsite deployment and badge printer sync.

Slide 1 / 6

Technical Presentation & Interactive Estimator

Click an item to sync the mobile and desktop simulators with the feature preview.

1. Foundation & Architecture Set up of a unified multi-platform architecture. This proposal covers the creation of the responsive adaptive mockup running simultaneously on desktops/tablets (Web version) and on mobile phones as hybrid iOS and Android applications. The design adopts the official Ensemble Travel brand guidelines.
2. User Management & SSO Integration of a single sign-on (SSO) system to seamlessly connect agency advisors via their existing member portal connection. This line also includes the generation of secure magic links and automatic audience segmentation (Member Advisors vs Supplier Partners) based on CRM data.
3. Event Discovery Portal Centralized search engine and event catalog. Event detail pages are enriched with dynamic sub-tabs (Welcome info, Workshop agenda, Packages, FAQ, and Hotel room block). Event recommendations adapt based on HubSpot audience profiles.
4. Registration System Intelligent multi-step registration form (ticket tier selection, limited-capacity workshop booking, negotiated hotel room block, and payment). Integrates automatic waitlist logic when capacity is exceeded and CRM reminders for abandoned carts.
5. Square Payment Gateway Integration of the secure Square payment gateway (conforming to PCI-DSS and banking standards). Dynamic pricing logic supporting promo code applications (e.g. 10% off with code 'ENSEMBLE10'), partner exhibition packages, and direct refunds from the Admin Hub.
6. Agenda Management Individual agenda planner for each delegate. Registrants select their thematic workshops to create a custom calendar. The interface displays remaining seats per session in real-time to manage capacity.
7. Networking & Matchmaking 1-to-1 business matchmaking module. An intelligent matchmaking algorithm crosses HubSpot profile data to suggest relevant contacts (e.g. connecting a luxury travel advisor with a cruise line partner). Meeting dashboard with automatic table assignment.
8. Onsite Experience & QR Code Secure QR Code generation for check-in at arrival. Interface with onsite thermal printers to issue physical badges for congress delegates. Real-time tracking of check-in rates and workshop attendance.
9. Virtual Events Integration Zoom API/SDK video player integration to broadcast workshops and webinars to remote participants. Integrated interaction tools: live chat, moderated Q&A with upvoting, and evaluation polls updated in real-time.
10. Travel & Hotel Room Bank Management of block-booked hotel rooms with negotiated rates (e.g. $299/night instead of $780 at Grand Wailea Maui). Integration of booking streams to deduct inventory in real-time and secure housing for Ensemble advisors.
11. CRM Sync (HubSpot) Automatic bidirectional synchronization with HubSpot as a single source of truth. Registrations, agendas, physical attendance, and payments are instantly updated to segment marketing email lists.
12. Admin Dashboard Global administration dashboard. Allows organizers to track total registrations, cumulative revenue via Square, export agenda lists, and manually trigger full refunds connected to the billing API.
13. Notifications Engine Automated notification engine. Sends live in-app banners for meeting confirmations or schedule changes. Triggers email and SMS follow-ups through HubSpot workflows.
14. Security & Compliance Global security compliance: end-to-end SSL encryption, tokenization of Square transactions (no credit card data stored locally), and temporary encrypted magic links to prevent session hijacking.

Selected Module: 1. Foundation

12:00

Ensemble Travel

Elite Member & Partner Portal

Elite Member & Partner Event Platform

Member SSO Portal

Magic Link

Confirmed

October 12 - 15, 2026 • Maui, Hawaii

Ensemble Elite National Conference 2026

Grand Wailea 850+ Registered

Exclusive Partner

Dec 04 - 08, 2026 • Bahamas

Luxury Cruise Summit

Celebrity Ascent

Maui, Hawaii

Ensemble Elite National Conference 2026

Confirmed Oct 12–15, 2026 850+ Registered

Info

Agenda

Packages

Hotel

FAQ

Four days of intensive workshops on ADX engines, exclusive partner meetings, and premier networking at the iconic Grand Wailea in Maui, Hawaii. This is Ensemble Travel's flagship annual event — reserved for Elite members and exclusive supplier partners.

4 Days

18 Sessions

60+ Partners

12 Speakers

VenueGrand Wailea, Maui

DatesOctober 12–15, 2026

Nearest AirportKahului Airport (OGG) — 30 min

LanguageEnglish / French bilingual

Featured Speakers

Sarah M.

James K.

Lucia T.

David R.