Background
DEMEC 2025 brought together medical education professionals for a large-scale conference at ICC Birmingham. Over 1,000 delegates arrived within a short timeframe, requiring reliable onsite registration management integrated with existing systems.
Event Goals
NHS Confederation wanted an onsite partner that could:
- Process large delegate volumes quickly and efficiently
- Avoid complex 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
Challenges
- Handle over 1,000 delegates arriving within a 30-minute window
- Integrate onsite systems with an external registration platform
- Avoid manual CSV uploads and duplicated effort
- Support non-traditional exhibitors unfamiliar with lead capture
- Ensure minimal friction for staff and delegates
Solution
CrowdComms delivered a fully integrated onsite solution designed to work seamlessly alongside idloom. Despite some integration challenges caused by platform changes, the CrowdComms team quickly implemented practical workarounds without adding extra workload for the client.
Onsite, the CrowdComms team became an extension of the NHS Confederation delivery team, briefing agency staff, managing queues, troubleshooting in real time, and ensuring registration ran like a well-oiled machine.
Outcome
The event delivered smooth, queue-free registration despite peak arrival pressure. Delegate feedback was positive, with registration praised for its speed and simplicity. Exhibitors captured and qualified leads with confidence, reliable attendance data was gathered to benchmark future programmes, and the onsite environment stayed calm and controlled during peak periods.