From July 2 to July 5, 2024, the International Vascular Biology Meeting (IVBM) took place at the Beurs van Berlage in Amsterdam. This prestigious event brought together researchers, clinicians, and students in vascular biology to discuss the latest advancements in the field. With 125 sessions, 123 speakers, and over 1,000 registrations, the event was a resounding success.

Lively played a pivotal role by integrating registration software and managing on-site check-ins. This case study highlights our contribution to this remarkable event.

_{The Reason for the Collaboration}

IVBM initially managed registrations and pre-printed badges using its own software. However, as participant numbers grew, the small organizing team faced delays and inefficiencies. The lack of real-time synchronization with on-site systems created challenges, especially for last-minute registrations.

For such a high-profile international event, IVBM aimed to ensure a smooth on-site experience while upholding the reputation of UMC (University Medical Center). Additionally, the event featured numerous sponsors who required optimal visibility. It was crucial that the registration software not only worked efficiently but also highlighted sponsor branding effectively.

_{What Did We Implement?}

Lively delivered a seamless integration with IVBM’s existing registration software, enabling real-time synchronization of registrations and updates with our on-site system. This allowed organizers to track who had checked in and who hadn’t, in real time.

We installed multiple self-check-in stations equipped with iPads, where attendees could scan their pre-received QR codes to check in. Once scanned, personalized badges were printed in full color on-site, ensuring a quick and efficient check-in experience without long queues. Our team was present to support the setup, maintain the self-check-in stations, and manage badge printing.

Additionally, we introduced lead scanning technology for exhibitors. This feature enabled sponsors to easily collect and manage leads during the event.

To enhance the attendee experience, we implemented the Cvent App, which provided participants with real-time updates about the program, additional activities, and practical event information. The app allowed attendees to create personalized schedules and network with others, contributing to an engaging and user-friendly experience.

_{What Was the Outcome?}

Of course, we can tell you what we thought of the event (highly successful!), but even better, we asked our client, Elin Davies, Head of Events, to share her experience:

Our client, Elin Davies, Head of Events, shared her positive feedback:
“The registration process was fantastic—we’ll definitely do this again,” said Elin. “We were required to work with a registration platform. Three systems had to communicate seamlessly because we had abstracts in another system. Everything went perfectly.”

The on-site check-in process was fast, communication was clear, and there were no queues. Participants also praised the Cvent App, which provided easy access to the program and other essential details, ensuring an intuitive and user-friendly experience.

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