World Monologue Games case study

Case Study

World Monologue Games: Scaling global event operations with Ontraport's Dynamic CMS

500+

submissions managed automatically each season

80+

countries represented in one automated event

record tracking each performer across all 3 competition phases

Company

World Monologue Games (WMG) is an international acting competition and virtual showcase that removes the geographic and financial barriers that keep performers from industry exposure. Run by a two-person team, WMG offers every performer a free entry and advances top talent through three phases (Qualifiers, Regional Finals and Global Finals), judged by casting directors, producers and other industry professionals.

publicAustralia

Industry

Entertainment

Key features used

CRM
Custom Objects
Dynamic CMS
Membership
Campaign Automation
Email Automation
Payments

Introduction

World Monologue Games has used Ontraport to collect entries since its first season. But one limitation became harder to manage as the event grew to more than 8,000 registered participants: as performers advanced, there was no easy way to connect their next submission back to their original entry.

Instead, each new round required a separate form that the team sent out by hand, then manually checked and followed up on. On top of dozens of live streams, voting windows and deadline reminders, that process could take days at the most critical moments of the season.

With Ontraport's Dynamic CMS, WMG rebuilt the event so every round connects automatically. Performers now view their history, submit for the next round and even withdraw entries on their own, while automations handle deadlines, reminders and status changes behind the scenes.

[Dynamic CMS] made everything a lot smoother and easier and took a lot of the manual steps out of major choke points of the event, where we ended up spending days doing all this manual work — which now is just a simple button press.

Pete Maliki

World Monologue Games

The Challenges

A disconnected, multi-round submission process

Every WMG season moves performers through three rounds: the Qualifiers, Regional Finals and Global Finals. But the forms WMG used only captured information in one direction, so once a performer advanced, there was no way to tie their next-round entry back to their original submission.

Instead, the team built a separate finals-only form for each new round, sent it by hand to every performer who'd advanced, then manually checked who had submitted and followed up with anyone who hadn't. With hundreds of entries each season, that work added up quickly.

Manual gaps between automated steps

WMG automated as much of the season as it could, but the process was never fully connected. An automation would carry performers part of the way, then the team had to step in and handle tasks by hand before the next automation could pick things up again. Those interruptions came at the moments that mattered most, such as advancing performers to the next round, and could add up to days of work.

No way for performers to see or manage their own entries

Before Dynamic CMS, performers could submit an entry, but afterward they couldn't see their submission history or which round they'd reached.

That left performers with little visibility into their own progress and put small administrative tasks back on WMG. Even a simple request like withdrawing an entry meant emailing the WMG team and waiting for someone to make the change manually.

Limited visibility into performer activity

Each season involves many touchpoints with every performer: entry confirmations, deadline reminders, notifications about advancing and prompts to submit for the next round. Getting each one right depends on knowing exactly where every performer stands, taking into consideration a range of possible statuses.

With submissions split across disconnected forms, the team had an incomplete picture of what each performer had done. It was hard to know who had submitted, who still needed a reminder, which made it difficult to automate follow-up based on performer activity.

The Solution

WMG rebuilt the event using Ontraport's Dynamic CMS and automations, connecting every stage of the competition, from first entry to Global Finals, into one system.

A single submission that follows each performer

Performers now use the same submission for the entire competition. Their first entry creates a submission record, and every later round is added to that same record instead of a new form.

When a performer advances, their original submission reappears in their member portal with a simple form for their next-round video. By the end of the season, that one submission holds the performer's full history across all three rounds, so the team can see everything in one place.

Automations that move performers forward

Three core automations run the season. They handle entry confirmations, deadline reminders, notifications and prompts to purchase additional entries, each triggered by what a performer has or hasn't submitted and by changes to their status.

A self-service member portal

Every performer who registers gets access to a member portal, built with Dynamic CMS, that shows them their own data. From the portal, performers can:

See their submissions for the current season and their history for the season
Track the status they reached in each round
Withdraw an entry with the click of a button, which automatically updates its status
Purchase extra entries, training courses, scripts and publications

Because performers can handle these tasks themselves, the WMG team no longer has to process requests that used to arrive by email.

Dynamic rankings and achievement badges

WMG's rewards program has two parts, both displayed in the member portal. A global ranking system awards performers points each year and ranks them within their category. Points phase out over three years, so performers who return each season carry some of their standing forward.

A badges program recognizes milestones, such as reaching the finals several years in a row. Each achievement is stored as its own record, and badges appear in full color once a performer has earned them.

An event schedule that updates automatically

Each season includes around 25 live streams for the Regional Finals, plus several more for the Global Finals, all broadcast on YouTube. Events are stored in a custom object that holds details like the embedded live stream video.

At the start of the season, the team enters every event date and deadline once. From there, a single automation keeps the public watch page current, highlighting recent and upcoming streams and any performances open for voting during the 24 hours after each stream. The page works as a TV guide for the event, so performers and their friends can easily check when a show is on.

Results

By connecting every round of the competition in Ontraport, World Monologue Games scaled a global event while reducing its team’s operational load.

8,000+ registered participants managed by a two-person team
500+ submissions processed each season through three core automations
Days of manual work between rounds reduced to a few clicks
One submission tracks each performer across all three rounds
Performers can view their history, track their status and withdraw entries on their own, without emailing the team
30+ live streams each season listed automatically on the public watch page

Looking Ahead

For World Monologue Games, the next phase is all about growing the partnerships that support its performers. As WMG seeks new sponsors to offer prizes and industry exposure, and continues to welcome new judges to its panel, the systems built in Ontraport will let the team take on that growth without adding to its operational load