How NHS Confederation delivered 1,000+ badges, in 30 minutes with no stress, no queues and no compromise with CrowdComms.
Key Achievements
Badges printed in first 30 mins
Lead Capture Adoption
Zero registration bottlenecks
Point-and-scan simplicity for staff
Background
DEMEC 2025 brought together medical education professionals from across the UK for a large-scale, high-volume conference hosted at ICC Birmingham.
With over a thousand delegates arriving in a short arrival window, the organisers needed an onsite registration and engagement partner they could trust to deliver a seamless, professional experience.
For DEMEC 2025, NHS Confederation selected CrowdComms to manage onsite registration and engagement, integrating with their chosen registration platform while ensuring a slick, stress-free experience on the ground
Event Goals
NHS Confederation wanted an onsite partner that could:
- Process a large volume of delegates quickly and efficiently
- Avoid complex or time-consuming setup and data uploads
- Deliver a sleek, professional onsite experience
- Integrate with idloom registration
- Provide meaningful attendance data for future planning
- Enable exhibitors to capture and qualify leads easily
Product used
NHS Confederation adopted CrowdComms as its event badging, attendance tracking and lead capture partner for the DEMEC 2025 event, utilising the follow products from the CrowdComms event tech suite of tools:
Fast, on-demand badge printing for pre-registered and walk-in delegates, enabling quick check-in and reducing queue pressure.
Simple badge scanning for exhibitors, with instant access to lead data.
(powered by kiosks repurposed onsite): Session scanning to understand room flow and session popularity.
Responsive, pro-active event support before, during, and after the event, including onsite staff managing registration and technical delivery.
Challenges
NHS Confederation required a welcome experience setup that could perform under pressure—handling peak-time volume, integrating cleanly with existing tech, and keeping the onsite experience effortless for everyone involved.
They needed a solution that would work under real event pressure, not just look good on paper:
- Handling over 1,000 delegates arriving within a 30-minute window
- Integrating onsite systems with an external registration platform
- Avoiding manual CSV uploads and duplicated effort
- Supporting non-traditional exhibitors unfamiliar with lead capture tools
- Ensuring minimal onsite friction for both staff and delegates
Solution
The intuitive event platform interface meant staff could ‘point, scan, and go’, while exhibitors quickly understood lead capture once badges were in hand.
Attendance tracking provided insights into session demand and room capacity, supporting smarter planning for future editions of the event.
Instead of juggling multiple suppliers, systems, and points of failure, NHS Confederation needed one accountable onsite partner.
By using CrowdComms as a single, fully integrated onsite partner, NHS Confederation reduced operational complexity, avoided duplicated effort, and delivered a calm, controlled registration experience at scale.
Conclusion
NHS Confederation demonstrated the value of choosing a trusted onsite partner who prioritises people, reliability, and delivery.
CrowdComms provided NHS Confederation with confidence, flexibility, and a frictionless delegate experience – even under immense event arrival pressures.
With strong results, positive feedback, and clear opportunities for future collaboration, CrowdComms is now front of mind for NHS Confederation’s upcoming onsite events and future registration strategies.
- Smooth, queue-free registration despite peak arrival pressure
- Positive delegate feedback, with registration praised for speed and simplicity
- Exhibitors confidently capturing and qualifying leads
- Reliable attendance data used to benchmark and plan future programmes
- A calm, controlled onsite environment even during peak periods
The organiser reported back that only negative delegate feedback focused on cloakroom queues – not registration – highlighting the success of the onsite experience delivered by CrowdComms.
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What they say
“It’s taken me a long time to have the opportunity to work with CrowdComms, but they’ve not disappointed in any way, shape or form – and I actually wish I’d worked with them sooner.” “You could pay less and have a dreadful experience, or pay more and feel like you’re in safe hands. That’s why I chose CrowdComms.” “The team absolutely delivered. They talked a big game – and they backed it up with a wonderful experience onsite.”
Nick Westerman,
Head of Strategic Partner Events,
NHS Confederation
Crowdcomms in action
At CrowdComms, we dive headfirst into every project, becoming full-on members of your team to ensure your event’s success. From seamless on-site registration and badging to our feature-rich event app, networking tools and live polling, our commitment to collaboration drives dynamic and memorable experiences.
See us in action below and discover how we make every event extraordinary.
Frequently Asked Questions
CrowdComms prints badges instantly from live registration data, allowing pre-registered and walk-in attendees to check in and receive their badge within seconds.
Yes, CrowdComms is designed for high-pressure arrivals, processing large volumes of attendees quickly without queues or bottlenecks.
CrowdComms integrates with external registration systems, ensuring live data sync without manual uploads or duplicated work.
CrowdComms provides experienced onsite support to manage registration, troubleshoot issues, and keep everything running smoothly on the day.
About NHS Confederation
NHS Confederation represents and supports organisations across the healthcare system in England, Wales and Northern Ireland. It works to influence policy, strengthen leadership and improve the delivery of health services nationwide.
Large-scale conferences and member events play a vital role in connecting NHS leaders, partners and stakeholders to collaborate, share learning and drive system-wide improvement.
- Association Events| Badging