Introduction

Federation of Obstetric and Gynaecological Societies of India (FOGSI) is a professional organization representing practitioners of obstetrics and gynecology in India. With 262 member societies and over 37,000 individual members spread over the length and breadth of the country, FOGSI is probably one of the largest membership based organizations of specialized professionals.

Requirement

FOGSI was looking to engage a technology for its annual national conference – AICOG to cater to event management including registration of doctors, pre-event abstract submission, delegate check-in at venue, session / workshop access management, sponsor booth footfall analytics, headcount tally for meals and return gift for billing and a detailed post-event analytics of all activities.
The event of AICOG was scheduled for 4 days (3 conference days along with 1 pre-event workshop day) with a total expected participation of 20,000+ doctors and 100+ sponsors.

Challenge

With an expected participation of 20,000+ delegates, the organising committee was afraid that the on-ground management of attendees will be a challenge right from their check-in to badge collection and access control at all other activities.
Chkdin were approached by the committee to give a solution which can ease out the management problem and deliver a smoother experience for all doctors.

Solutions

Chkdin offered its unique QR code based event digitisation solution for the entire management. A QR code was to be generated for all participants at the time of online registration and the on-ground execution was planned using the same.

Execution

The on-ground implementation of the technology was executed at multiple interactions:

Online registration : A unique QR code was sent to the registrant.

On site check-in : On scan of QR code at the check-in counters a unique ID card/badge was automatically printed from the kiosk for each participant

Session/Workshop Access : A scanner was placed at each session hall / workshop hall to scan the ID cards of the delegates and monitor whom to allow access to. This helped in accurate session management.

Tailgating Access Management : scanners were placed to scan and count all the meals and gifts availed by the delegates for accurate billing with the respective vendors. This also helped to eliminate tailgating and misuse of facilities.

Sponsor Lead Capture : All sponsors had an application to scan the ID cards of the delegates visiting their booths to capture leads and process the data points as per their requirements. This eliminated the post-event lead collation job.

Certificate Distribution : All the delegates collected their credit point certificates just by scanning their ID cards at the certificate kiosks and their certificates were instantly delivered.

Summary

A total of 16823 delegates and 92 sponsors had participated in the event over the 4 days where the attendees were managed without any issues and a footprint analytics of the activities for the entire event was captured and delivered to the organising committee.

Chkdin was given a certificate of appreciation with multiple thank you testimonials from the organising committee.