Case study: the 24th International Congress of the Polish Small Animal Veterinary Association

It was professional, impressive, and demanding. There was truly a lot of action! And when was that? At the 24th International Congress of the Polish Small Animal Veterinary Association.

Case study: the 24th International Congress of the Polish Small Animal Veterinary Association

In other words, the CONREGO system was capable of handling an event with a long history and plenty of people. But did everything go as planned when organising the event? Were there any slip-ups? We promise to give you all the details!

Now, let us go back in time for a moment. In the past, it was necessary to prepare many elements of an event in the conventional manner, i.e. by making tables, notes, and lists. The experience we have gained in the event industry made us realise that organisers of events need one thing – automation. In other words, they need a system that would help them handle an event, in its entirety. And that was precisely the reason to bring to life the CONREGO event registration software. Now, we want to share it with you.

The International Congress of the Polish Small Animal Veterinary Association was no exception to the rule. As required by our client – the organiser of the congress – we implemented the system, which then made it possible to handle guests in the areas we will tell you about in a moment. However, one question remains – did everything go the way we wanted?

A responsive website

The congress took place from 18th through 20th November, 2016. With the help of CONREGO, we were able to launch a responsive website as early as June. It was launched for promotional and information purposes, and enabled us to publish various information, in a convenient way. What kind of information, exactly? It was information about the Congress Centre, its location, booking of accommodation, lecturers, congress agenda, and exhibitors that had their promotional stands located all over the Congress Centre.

On-line registration

If you are dealing with such a high-profile event as the International Congress of the Polish Small Animal Veterinary Association, its participants will include veterinarians, members of the International Congress of the Polish Small Animal Veterinary Association, students, sponsors, and exhibitors. However, guests must have access to quick and efficient registration, regardless of their type of participation. In that particular case, CONREGO enabled the registration process to be integrated with payment gateway, when paying with credit cards. That phase did not have any surprises in store for us, either. But, truth be told, all the fun was yet to start.

Reception areas for participants

This is the moment when we have real contact with participants. This phase must be planned out in every detail, as we cannot afford to have any unpleasant surprises!

During the Congress, our client operated based on two integrated system modules, i.e. Reception Desk and PDF Creator. The combination of both allowed us to register the attendance of participants and print ID badges using label printers. Is there anything complicated about that? Absolutely, but not if you can use an application that will do the work for you. And that is definitely a massive advantage of CONREGO – it has been developed on the basis of many years of experience, which makes it both a foundation for any event, and a guide that will take less experienced event organisers through the successive stages of event organisation.

Access Control

This part of the event is often quite difficult to handle, and we tackled it with the Access Control module. The whole area of the Congress Centre was divided into zones and each of them offered access to specific guests. Quite interestingly – resulting from the fact that CONREGO is a flexible system and many of its functions can be applied in unusual ways – the module made it possible for the exhibitors participating in the event to acquire data regarding participants that paid a visit to their promotional stands.

A variation of the Questionnaires module

Now, we cannot forget about an interesting variation of the Surveys module! Although it is most often used to send abstracts and scientific papers, that time the module was used to receive posters sent by the active participants of the event for the purpose of poster sessions. Let us not limit ourselves!

Technical Support

Behind CONREGO, there are people who are ready to support any event. If you have purchased our product and there are any doubts, questions, or problems, we remain at your disposal. In the case of the International Congress of the Polish Small Animal Veterinary Association, the technical aspect of event organisation was supported by two representatives of CONREGO. They handled hardware configuration and trained the team responsible for reception areas and access control. And what was particularly important, our subscription plans are merely a percentage of the cost of purchasing the service of event organisation in its entirety.

What did it look like?

See a short video report from the Congress that took place at DoubleTree by Hilton Hotel in Lodz:

And as far as the main subject of this article is concerned, we will no longer keep you in suspense. The International Congress of the Polish Small Animal Veterinary Association was organised perfectly!

Tomasz Chrościechowski

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