Case Study: Veterinary Congress

The XXIV International PSAVA Congress brought together hundreds of veterinarians, speakers, and exhibitors, posing several logistical challenges for the organizers. Efficient participant registration, seamless access control, and smooth communication required tools that could ensure reliability at every stage of the event. How did CONREGO help address these challenges?

Challenge 1: Efficient Participant Registration

The PSAVA Congress attracts various participant groups—veterinarians, students, sponsors, and exhibitors. Each of these groups had different registration needs, and the organizers had to ensure a tailored experience for each of them.

Solution

The CONREGO system allowed the creation of a dedicated registration form that dynamically adapted to the participant’s profile. This ensured that veterinarians had different options than students, and sponsors could register with additional benefits.

Additionally, integration with the Przelewy24 payment gateway enabled automatic payment processing, eliminating the need for manual payment tracking and reducing the risk of errors.

Challenge 2: Effective Attendance Control

For a large-scale event, manually verifying attendee presence could lead to delays and long queues. The organizers needed a solution that would speed up the check-in process.

Solution

Using the check-in and access control module in the CONREGO system enabled quick QR code scanning from attendees' tickets. This ensured a smooth on-site check-in process, and organizers had real-time access to attendance data.

Moreover, our event management tool allowed for on-demand badge printing, minimizing errors and ensuring smooth participant flow throughout the venue.

Challenge 3: Multichannel Communication with Attendees

During the event, attendees frequently require real-time updates on schedule changes, available lectures, and exhibitor locations. The organizers needed a communication system that could reach attendees instantly.

Solution

CONREGO’s built-in communication module enabled mass email and SMS notifications, ensuring participants were kept up to date with key congress information.

Additionally, the event website, created using the CONREGO platform, served as a central information hub where attendees could check the agenda, speaker details, and exhibitor booth locations.

Challenge 4: Managing Access to Different Zones

The congress featured multiple sections, including lectures, discussion panels, VIP areas, and an exhibition hall. Each participant was entitled only to the sessions and workshops they had registered for, making precise access control essential.

Solution

CONREGO implemented the event access control module, allowing organizers to manage entry permissions using QR codes. Each participant received a personalized badge with a unique QR code, granting access exclusively to the sessions, workshops, and zones for which they had registered.

This ensured that:

• Participants could attend only the events they signed up for.
• Exhibitors could efficiently track and collect contact information from booth visitors.

Challenge 5: Technical Support and Data Security

An event of this scale required not only the right tools but also the assurance that everything would run smoothly. Organizers required immediate technical support if needed.

Solution

CONREGO provided on-site technical support, with two specialists assisting in equipment setup and staff training for reception and access control operations.

Additionally, all participant data was stored in a secure GDPR-compliant infrastructure, ensuring full data protection and regulatory compliance.

Summary

The PSAVA Congress is a prime example of how technology can streamline large-scale event management. With the CONREGO system, organizers were able to automate registration, accelerate attendee check-in, enhance communication, and ensure seamless access control.

As a result, the event ran without disruptions, allowing attendees to focus on what truly mattered—gaining knowledge and fostering professional relationships.

Facing similar challenges in your event planning?

Contact us to see how CONREGO can help you!

Joanna Chrościechowska