Seamless Registration and Badging for Diabetes UK Professional Conference
Diabetes UK's Professional Conference is one of the UK's leading events for healthcare professionals, researchers, and scientists working in diabetes care. In February 2025, the event returned to the SEC in Glasgow, welcoming over 2,000 delegates across three days. With complex registration requirements and high attendee volumes, Diabetes UK partnered with RefTech to deliver a seamless registration and badging experience that would improve efficiency, reduce queues, and enhance delegate satisfaction.
The Challenge
Diabetes UK required a robust registration system capable of managing high delegate volumes with speed and accuracy, particularly during peak times. The process needed to accommodate a range of complex requirements, including:
- Support for up to 25 badge types, each with specific access permissions depending on the attendee’s role or days of attendance
- Approval workflows for internal staff, enabling them to register and submit justification for attending, which would then trigger an automated approval email to their line manager with a smart link to approve or decline
- Flexible payment options, including online payment and invoice requests
- Lead capture functionality to support exhibitors in collecting and managing attendee data
- Day-specific badge access, ensuring only authorised delegates entered on designated days
- Integration with the VenuIQ Event Builder app, used for personalised agendas and interactive attendee features
Given the complexity of the structure and the high-pressure first-day environment, the solution had to be fast, intuitive, and seamlessly integrated to ensure a smooth and professional experience.
The Solution
RefTech worked closely with Diabetes UK to deliver a fully project-managed registration system, tailored to the event's complex needs. The solution included:
- A custom online registration platform with postcode finder and a dedicated exhibitor portal
- Integrated approval workflows for internal staff
- Multiple badge designs, each clearly displaying name, access days, and badge type
- Integration with VenuIQ for streamlined attendee journeys
- Six branded PrintPods and five fast-track enquiry stations deployed on-site for efficient registration
- Real-time payment processing via the live platform
- GDPR-compliant systems for secure data handling
Implementation
In the lead-up to the event, RefTech's project team collaborated closely with Diabetes UK to build, test, and refine the registration platform. This included working with conference organiser Max Klein, to ensure every element functioned exactly as needed.
On-site, the PrintPods allowed attendees to scan their barcode and instantly print their badge, keeping queues to a minimum even during the busiest periods. The printed badges featured attendee details and allowed organisers to manage access by day, while the integration with VenuIQ supported personalised agendas and improved wayfinding.
Although only 3% of attendees registered onsite, and less than 1% paid on the day, the system remained live and synced throughout to accommodate any last-minute changes without disrupting the flow of registration.
Results
The busiest period saw close to 1,000 delegates flow through the registration area in the first two hours of the event. The PrintPods and streamlined registration process meant this peak was handled with ease. The number of PrintPods was reduced on days two and three due to delegates returning with their badges, yet the smooth flow of delegates was maintained. Real-time data reporting enabled Diabetes UK to access detailed attendance figures, monitor peak arrival times, and support future planning. Delegates and organisers alike appreciated the efficiency and professionalism of the registration process.
Testimonial
"RefTech's PrintPods made a huge difference to our registration area this year. The process was fast, smooth and intuitive – which is exactly what you need when thousands of people are arriving at your event. The collaboration with Rachel and the custom registration platform made the whole experience easy to manage, both for our team and for delegates. We also loved how seamlessly the system integrated with the VenuIQ Event Builder app too."
Max Klein, Conference Organiser, Diabetes UK
Read the original release on Conference News.