Building on Success: RefTech at International Confex 2025
Introduction
Following a successful first year in 2024, RefTech returned to International Confex 2025 to manage onsite registration and badging across the three co-located events: International Confex, the Event Production Show (EPS), and the PA Show. Held at Excel London, the UK's flagship gathering for the events industry across three distinct shows. With robust systems already in place and a year of learnings to build on, RefTech refined and enhanced the visitor journey for year two - delivering an even smoother experience.
The Challenge
In 2024, the priority had been solving the logistical challenges of previous years - eliminating queues and ensuring that badge branding matched the specific show an attendee had registered for, regardless of their point of entry. In 2025, the challenge shifted: how to build on the strong foundation from the previous year and make the experience even faster and more intuitive.
RefTech also took on a larger role in 2025, now managing all session and entrance scanning (previously handled by Grip). This change required a new level of operational agility, including the use of a single universal QR code for all scanning purposes, across all access points.
The Solution
The 2025 event introduced a major update to the attendee journey: a single QR code was used for everything. In contrast to 2024 - where badges had a 1D barcode for fast-track entry and a separate QR code for lead retrieval - this year's universal QR code simplified the experience considerably. It allowed RefTech to handle fast-track badge printing and collection, entrance scanning, and seminar session access, while still supporting Grip's lead retrieval system for exhibitors. This eliminated any confusion for attendees and ensured seamless connectivity between systems.
The trusted PrintPods returned to all three main entrances, allowing attendees to quickly self-print their badges by scanning the universal QR code on their phones or printed email confirmations. print-at-home badges were once again available in advance, enabling some attendees to skip onsite badge printing altogether.
New for 2025 was the introduction of ScanPod Mobile, RefTech's upgraded live scanning system. Operated via handheld devices, ScanPod Mobile allowed entrance and session scanning to be carried out with real-time reporting. Even in areas with intermittent Wi-Fi, ScanPod Mobile stored scans and updated records as soon as the connection resumed.
Implementation
With integrations between RefTech, HubSpot (CRM and online registration), ASP (website), and Grip (lead retrieval) already established from the previous year, implementation was seamless. The same number of PrintPods were used across all entry points, and once again, exhibitors were encouraged to collect badges the day before the show - reducing congestion during the busy morning of the first day.
RefTech's enhanced role meant that all attendee movement - whether entering the halls or accessing theatre sessions - was now tracked and managed through its technology. The universal QR code system not only made this easier but also ensured reliable, accurate data capture.
Results
Attendees who had experienced the PrintPods in 2024 arrived knowing what to expect and how to use the system. The familiarity translated into speed: badge collection times remained impressively short, and long queues were avoided.
The use of a universal QR code across all platforms removed previous friction points. RefTech's complete oversight of scanning added consistency for both organisers and visitors, while the ScanPod Mobile system brought greater flexibility to entrance and session control. From a branding perspective, each badge still carried show-specific design and sponsor information - preserving the identity of each co-located event.
With a focus on simplification, smart integration, and mobility, RefTech delivered a registration and scanning solution that was faster, more user-friendly, and more robust than ever before.
Testimonial
"We were pleased to be working with RefTech for the second year running. They didn't just replicate what worked - they improved it. The move to a single QR code and the introduction of ScanPod Mobile helped us take another leap forward in streamlining our visitor journey. We had great feedback from attendees who loved how easy it was to get their badges and access the show."
Samy Shafeeq, Head of CRM & Digital, Mash Media.
"Working with RefTech just makes sense for the team here at Mash Media. Their reg tech is smooth and simple for visitors to use, which takes the pressure off the team on-site at the shows. It means we can focus on delivering a great show, knowing every visitor's first experience is spot on. They're a friendly team and you always feel looked after working with Margaret and the team – it's a great partnership to be involved in."
Jack Newey, Chief Commercial Officer, Mash Media.
Conclusion
With a focus on simplification, smart integration, and mobility, RefTech delivered a registration and scanning solution that was faster, more user-friendly, and more robust than ever before - solidifying its role as a trusted partner in large-scale event delivery.