1. Event overview

The Instal Termo Trade Fair for Heating Technology, Renewable Energy, Air Conditioning, and Ventilation took place on September 24–25, 2025.

The event was aimed at industry experts, manufacturers, installers, designers, distributors, and anyone interested in the development of the building services sector. Nearly 100 exhibitors presented solutions for heating and plumbing systems, air conditioning, ventilation, and renewable energy. The organizer provided 7,500 m² of event space, and around 2,800 registrations were recorded in CONREGO.

2. Client challenges

For a trade fair serving several distinct audience groups, a single form and identical communication for every attendee would not have been sufficient. The organizer needed:

  • several ticket types with separate capacity limits,
  • a process for accepting or rejecting selected registrations,
  • messages tailored to each attendee's status and category,
  • an event website and registration process hosted on its own domain,
  • up-to-date reports based on the data collected in the system,
  • automated distribution of tickets with QR codes,
  • on-site attendance tracking.

All these elements needed to work within a single environment, giving the organizer access to the registration database, attendee statuses, communication history, and attendance data.

3. The CONREGO solution

Four ticket types were configured in CONREGO, each with its own conditions and capacity limit. The organizer could review registrations and either accept or reject them, while attendees automatically received messages tailored to their registration status.

The event website and registration form were hosted at instaltermo.pl and maintained consistent branding throughout. After registration, the system generated a ticket with a QR code that was later used to track attendance.

Instal Termo 2025 trade fair websiteAttendee registration for the Instal Termo trade fair

Instal Termo 2025: event website

4. Results

CONREGO was used to handle nearly 2,800 registrations. Dividing them into four ticket types kept the registration process organized and made it easier to manage capacity limits. Automated messages reduced the number of e-mails that had to be sent manually, while QR codes streamlined on-site attendee service.

Attendee registration form for the Instal Termo 2025 trade fair

5. Client testimonial

For an industry event of this scale, with nearly 2,800 registered attendees, we needed a solution that combined flexible registration with complete control over the data.

CONREGO performed flawlessly. Configuring four ticket types with separate limits, manually approving registrations, and automatically sending personalized tickets from our own domain saved us dozens of hours of work. Another major advantage was the built-in website builder, which allowed us to create the entire event website ourselves without involving developers. At the event itself, QR code check-in ran smoothly without queues, while real-time attendance reports gave us a complete overview of how the trade fair was progressing. CONREGO gives organizers peace of mind and complete control—from the first registration form through to on-site check-in.

Instal Termo Organizing Team HAP Armatura Grupa SBS Sp. z o.o.

6. Summary

The Instal Termo 2025 trade fair demonstrates how CONREGO can support an event attended by several thousand registered visitors. The system brought together ticket types, capacity limits, registration review, communication, QR code tickets, and attendance tracking.

Attendees followed a consistent journey from their first visit to the website through to presenting their ticket, while the organizer gained a well-structured registration database and up-to-date attendance data.