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nce event attendees have
registered you most probably
won’t hear from them again
until they show up to check-in
for your event. When they walk up to your
registration desk, you want their experience
to be efficient, friendly and positive. What you
don’t want is long lines, wrong name badges
and stressed out attendees!
Meeting planners are experiencing an
unprecedented shift in technology – a period
that includes the cloud, mobile apps and a
dramatic growth in meetings technology
enhancement that is redefining how meeting
organisers are taking care of the onsite check-
in experience. Today’s registration and event
management technology doesn’t look anything
like it did five years ago. Most technology
vendors are delivering cloud-based solutions
that are delivered as apps, and as a result,
meeting planners are achieving greater
efficiency and lower costs in many aspects of
their meeting management tools.
“We are producing meeting management
tools with far greater capabilities and lower
costs compared to solutions published just a
few years ago. As a result, meeting
organisers are discovering how easy it can
be to organise an efficient and advanced
onsite check-in experience for their
attendees,” says Mr Gardiner.
STREAMLINING ONSITE CHECK-IN
Barry Neame, President of the PCO Association, noted that their participants really
appreciated how easy it was to check-in to this year’s conference.
“It was an absolute pleasure working with EventsAIR in the lead up and during the PCO
Association’s annual conference & exhibition in Brisbane,” Mr Neame said.
“EventsAIR proved a truly valuable and dependable registration system. The onsite printing of
name badges, using the self check-in portal connected to scanners and printers, made
conference registration seamless.”
The organisers of the San Antonio Breast Cancer Symposium, held in San Antonio, Texas in
December 2016, took the leap and achieved dramatic results for their 8000 attendees. Also
utilising EventsAIR, conference attendees experienced a whole new approach to onsite services
that was efficient and fun to utilise.
“We’ve been helping the organisers run this conference for almost a decade,” said Jill Rasco,
senior account manager for Attendee Management Inc.
“We’ve always seen long lines since everyone tries to check-in on the morning of the
conference. This year, we switched over to self check-in and staffed-check-in services, along
with dedicated areas for exhibitors and speakers. It was exciting to see how smoothly
everything went and no one had to wait more than a few minutes!”
Ms Rasco noted that having access to a central database for all onsite services was crucial
to the success of the event.
“All our data was centralised and we were able to run reports and access data that was
always up-to-date. It made a huge difference for our client.”
Cloud-based technology offers advantages for meetings of all sizes and formats. Another
EventsAIR client utilised the platform last July to manage more than 18,000 delegates attending
the 21st International AIDS Conference in Durban. In addition to automating the onsite check-in
experience, the EventsAIR platform provided an unprecedented capability to scale up for the
high demand on onsite check-in and even provided an onsite backup technology to ensure
continuity in case of an internet outage.
Meetings technology is dramatically improving, creating efficiencies and performance that
was extremely difficult to achieve only a few years ago.
Participants at events appreciate an efficient, seamless check-in process so they are free to
enjoy the event as quickly as possible. After all, it is all about them! m
When it’s all about
first impressions it’s
imperative to get
your event off to a
good start with easy
Onsite registration at 21st International
AIDs Conference in Durban South Africa.
TECHNOLOGY | TREVOR GARDINER
66 | micenet
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