Case Study: Building a Scalable, Member-Driven Website for Austin AI Alliance

Client: Austin AI Alliance

Focus: Website Redesign + Membership + Events + Automation

Overview

Austin AI Alliance (AAIA) is a fast-growing hub for technologists, researchers, and community advocates working to shape the future of ethical AI. As the organization expanded, it needed a more scalable, flexible, and user-friendly website to support its events, membership program, and communications. That’s where OVRFLW Digital came in.

We partnered with AAIA to fully redesign and rebuild its website, focusing on streamlining operations, empowering committee leaders, and automating key processes, including event management and membership administration.

Our Role & Key Solutions

🔧 Website Design & Admin Setup:

• Designed and developed a brand-new WordPress site.
• Created user roles and permissions based on the principle of least privilege to ensure security while enabling collaboration.
• Provide ongoing administrative support and daily assistance to ensure seamless operations.

📅 Event Management System:

AAIA hosts and promotes numerous events. We implemented a robust, multi-source event platform:

• Manual event entry with consistent formatting and visibility.
• External event submission form with internal moderation before publishing.
• Aggregation of third-party event listings (e.g., Eventbrite), which is also moderated before appearing live.
• Empowered the Events Committee to own and manage this system fully, reducing admin bottlenecks.

👥 Membership Platform:

We designed and deployed a comprehensive membership system to support AAIA’s new membership tiers:

• Defined membership levels and created automated renewal notifications.
• Integrated discount logic for qualifying members.
• Synced membership data directly with Mailchimp, automatically segmenting users for email campaigns.

💳 Payments & Stripe Integration:

• Configured a Stripe payment gateway across the site.
• Allowed secure, multi-purpose Stripe access for membership and paid event processing.
• Added authorized users and created a unified payment infrastructure usable across multiple functions.

📣 Communications Infrastructure:

• Integrated a third-party content planning tool to streamline newsletter and social updates.
• Developed an editorial calendar system connected to the website and comms channels.
• Continued support for monthly newsletters via Mailchimp.

📇 Contact Database Consolidation:

• Unified scattered contact records from Eventbrite, Ticketbud, and Mailchimp.
• Built a master contact database to support marketing, outreach, and member services (in progress).

Results

Our custom-built solution has helped Austin AI Alliance:

• Automate membership signups and renewals
• Centralize event visibility and simplify scheduling
• Empower internal committees to take ownership of content and programming
• Create a seamless communication workflow across tools

The new website doesn’t just look better—it works better for everyone involved. As AAIA continues to grow, the platform is built to scale with them.

Would you like to build something similar for your organization? 👉  Schedule a Free Consultation