Elevating Event Experience with RefTech ScanPods at Credit Week
Shard Financial Media, a key player in financial event management, hosted their premier event, Credit Week, in June 2024. Held at the scenic Celtic Manor in Wales, the event spanned three days and attracted over 1,200 professionals from the credit and financial sectors. To enhance the registration process and improve overall attendee experience, Shard Financial Media partnered with RefTech to use their state-of-the-art ScanPods and PrintPods.
The Challenge
As Credit Week evolved from a single-day summit to a multi-day destination event, managing the increased number of delegates efficiently became a priority. The organisers needed a solution that would reduce registration time, prevent queues, and ensure a seamless badge retrieval process across the expansive venue. They also needed to record delegates in real time as they entered exhibition areas and to record details of those entering conference sessions to monitor capacities and record delegate data for sponsors. As a paid-for event, the organisers were also keen to protect event revenues by eliminating potential fraud from multiple badge printing.
Implementation
RefTech set up five ScanPods, five PrintPods and two enquiry station in the main lobby of the Celtic Manor hotel. Two PrintPods were used to facilitate VIP badge printing and one for Speakers; these PrintPods were configured to only respond to VIP or Speaker barcodes – and would not print a badge if a delegate barcode was presented.
ScanPods were also positioned at entrances to exhibition halls and conference rooms. The registration area was strategically designed with branded VIP and general delegate sections. The intuitive scanning system enabled attendees to use their smartphones to scan the event barcode from their e-tickets, resulting in immediate badge printing and cutting down on badge paper waste.
Results
The ScanPods provided real-time data on attendee movements, helping organisers manage the event better and tailor future content.
The PrintPods facilitated a smooth and quick check-in process, significantly reducing wait times and preventing congestion at the registration area.
Detailed attendee data was collected at each of the conference sessions, allowing Shard Financial Media to provide valuable insights to sponsors about session popularity and engagement levels.
The ScanPods only accepted the last print of a badge, and alerted organisers to the potential fraudulent use of a badge printed multiple times to gain access.
Testimonial
"We had a fantastic experience with RefTech's ScanPods at Credit Week"
Bronwyn Gahagan, Senior Event Manager for Shard Financial Media.
"The registration process was seamless, and our delegates loved the convenience of printing their badges on-demand. The real-time data insights were invaluable for both us and our sponsors. The PrintPods significantly elevated the look and feel of our registration area and the overall event. The RefTech team, from project management to on-site support, provided excellent service and ensured everything ran smoothly."