Medical Conference
ROOTS VI
Participation :
1300 delegates | 45 sponsors
ROOTS VI
Introduction
Roots Institute of Dermatological Sciences in Bangalore is one of the leading businesses in Dermatology. Established in 2009, Roots Institute in Banaswadi is a top player in the Dermatology category in Bangalore.
Requirement
Roots institute was looking to engage a technology for its annual national conference – ROOTS VI to cater to event management including registration of doctors, pre-event abstract submission, delegate check-in at venue, session / workshop access management, headcount tally for meals and gift kits along with a detailed post-event analytics of all activities. The event was scheduled from 16-18 June 2023 covering detailed sessions and multiple workshops with a total expected participation of 1,000+ doctors and 40+ sponsors.
Challenge
With an expected participation of 1,000+ delegates with registration available for multiple workshops, the organizing committee was afraid that the registration and on-ground management of attendees will be a challenge right from their purchase of ticket to check-in, badge collection and access control at all other activities.
Solutions
ChkdIn offered its unique ticketing platform with QR code-based event digitization 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 (for multiple ticket categories): 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 badge was automatically printed from the kiosk for each participant
- Session/Workshop Access: Scanners were 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.
- 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 1300 delegates and 45 sponsors had participated in the event over the course of 3 days where the attendees were managed without any issues and footprint analytics of the activities for the entire event was captured and delivered to the organizing committee. Chkdin was given a certificate of appreciation with multiple thank you testimonials from the organizing committee.