A smoother event arrival for senior delegates at the TCS Summit
For executive-level audiences, the first interaction matters.
At TCS Summit Europe, the goal was simple. Make event check-in feel quick from the moment delegates arrive, and remove the small delays that tend to build up at busy events.
Event snapshot
- Event: TCS Summit Europe
- Location: Barcelona, Spain
- Audience: 300+ C-suite executives
- Format: Invite-only leadership event
- Duration: Three days
- Event check-in setup: Three self-service kiosks
The operational challenge
TCS Summit Europe brings together senior decision-makers from across Europe. Expectations around time, efficiency, and experience are significantly higher than in other conference environments.
The event was already well run. Registration was in place. Badges were pre-printed. Attendees were checked in using iPads.
It worked. Until something needed fixing.
If a badge had an error, it had to be corrected manually. That slowed things down. And once a few people were delayed, others joined the queue and were delayed as well.
At this level, even small delays at the check-in stand out.
The team wanted a better way to handle arrivals. Faster, more flexible, and less dependent on staff stepping in to fix issues.
The Klay Event Technology approach
Klay focused on creating a quick, flexible event check-in experience that makes attendees feel welcomed and valued from their first interaction.
Klay supplied:
Self-service event check-in kiosks
Delegates checked themselves in using kiosks as they arrived.
Three self-service kiosks were supplied for the event, each capable of handling around 250 arrivals per hour.
No waiting for someone behind a desk.
No need to be processed one by one.
On-demand badge printing
Badges were printed there and then as delegates checked in.
The setup eliminated the need for large-scale badge handouts at the registration desk and helped keep arrivals moving.
Working with the existing software platform
Klay worked directly within the client’s EventsAir software.
Registration data remained aligned with on-site activity, enabling real-time updates during check-in.
Onsite operational support
Klay supported the setup onsite, ensuring everything ran as expected. Their experienced team was ready to support if anything needed attention, giving event organisers peace of mind to concentrate on welcoming guests rather than troubleshooting.
What changed onsite
- Delegates moved through check-in on their own.
- No queue building around a single desk.
- No waiting for someone to hand over a pre-printed badge.
- If changes were needed, delegates could visit the hosted registration desk for quick support without long queues forming behind them.
- Staff were able to focus on helping attendees instead of managing badge collection.
- Badges could be collected in seconds, with enough kiosks in place to prevent queues during peak arrival periods.
The real measured outcomes
- 300+ executive attendees checked in onsite
- Faster, more flexible check-in experience
- Fewer delays caused by badge errors
- Reduced badge wastage through on-demand printing
- Improved flow during peak arrival periods
Platform integration
The solution worked alongside the existing EventsAir platform, keeping registration data and onsite check-in connected throughout the event.
“Since EventsAir, our events management platform, was integrated with Klay’s onsite registration kiosks, check-in has become so much faster, smoother and more flexible for our attendees. We’ve had really positive feedback on how seamless it is.”
Luca De Giuseppe
Head of Digital, Campaigns, and Tools for Europe and the UK at TCS
Applying this to your event
Every event handles arrivals differently.
Some deal with large peaks. Others with complex attendee types. Most have some level of manual process still in place.
The approach used at TCS Summit Europe can be adapted to suit different event formats, helping organisers keep arrivals moving and reduce pressure on onsite staff.
