Case Study: VIII ABSL Conference

Łódź, 2017 – The 8th ABSL Conference. Over 1,000 participants, more than 40 discussion panels, and a massive organizational challenge. As in previous years, this key business event was fully supported by the CONREGO.

Case Study: VIII ABSL Conference

Large-scale events pose significant logistical challenges, requiring precise coordination of attendee registration, communication, payments, and on-site management. The Association of Business Service Leaders in Poland (ABSL) has been organizing one of the country’s most important business services conferences for years. Since 2013, CONREGO has been their technology partner, providing a comprehensive event management tool. However, a major breakthrough came in 2016, when CONREGO was implemented across all aspects of the conference registration process.

Organizer’s Challenges and Key Needs

Organizing an event of this scale comes with numerous challenges that require meticulous planning and advanced technological solutions. The ABSL Conference gathers thousands of participants from various countries, representing different attendee groups—ranging from standard attendees to speakers, sponsors, and VIP guests. Each group has unique needs and requires a tailored registration process. The organizers needed a smooth and intuitive registration system that would eliminate errors and streamline the entire process.

Another challenge was managing payments and invoicing. With such a large number of attendees, manually verifying transactions would have been both time-consuming and error-prone. Effective communication was also crucial—attendees needed to receive essential information in a timely manner, both before and during the event. To achieve this, automating email and SMS notifications was necessary.

Equally important was on-site logistics. Organizers had to ensure efficient attendee identification at reception desks and seamless attendee access control to various event zones and sessions. Additionally, managing conference equipment, such as simultaneous translation headsets, required precise tracking of who received each device and when it was returned. Addressing all these needs required a solution that not only optimized processes but also significantly reduced the administrative burden on event staff.

How Did CONREGO Address These Needs?

1. Tailored Registration for Different Attendee Groups

Event registration was handled through a website powered by the CONREGO system, allowing the organizer to segment attendees into different categories with dedicated registration pathways. VIP invitees experienced a simplified registration process, while standard attendees could choose between paid and free participation. The registration form also included accommodation booking options, streamlining the event’s logistics.

2. Automated Payments and Invoicing

To eliminate the need for manual payment verification, the system was integrated with online payment gateways. This enabled attendees to complete their payments instantly, while the system automatically generated and emailed invoices. The organizer had full visibility of payment statuses and could quickly address any issues.

3. Effective Attendee Communication

With CONREGO’s email and SMS module, the organizer was able to automate event notifications. Attendees received timely reminders about the conference, important logistical details, and digital tickets. If any last-minute schedule changes occurred, the system allowed instant updates to be sent to the relevant attendee groups.

4. Streamlined Reception and Attendee Identification

Given the large number of participants, fast and hassle-free badge issuance was essential. CONREGO enabled the automatic generation of personalized attendee badges with QR codes, which were scanned upon entry. This significantly reduced waiting times at the reception desk.

5. Smart Access Control and Equipment Management

Some sessions and event zones were restricted to specific attendee groups. CONREGO facilitated access control by scanning QR codes, allowing staff to quickly verify whether an attendee was authorized to enter a particular session. Additionally, the system streamlined the management of translation headset distribution—each device was assigned to a specific attendee, ensuring full accountability and easy tracking of returns.

Conclusion – How CONREGO Transforms Event Organization?

The implementation of CONREGO allowed ABSL conference organizers to gain complete control over attendee registration and event management. The key benefits of this implementation included:

CONREGO not only simplifies the organization of large events but also allows event organizers to focus on strategic aspects rather than spending time on manual administrative tasks. ABSL is just one of many examples of how a well-designed attendee registration system can significantly enhance the quality and efficiency of event management.