Helping a global congress handle arrivals with less pressure
Nearly 3,000 delegates arrived at ExCeL London for the Royal College of Obstetricians and Gynaecologists (RCOG) World Congress.
Check-in had to keep moving. No queues building at the entrance. No staff tied up fixing check-in and registration issues at the desk.
That’s where Klay Event Technology focused its efforts.
Event snapshot
- Event: RCOG World Congress
- Location: ExCeL London
- Audience: 3,000+ delegates from 88 countries
- Format: Invite-only leadership event
- Delivery partner: RapierGroup
- Format: Global Congress
- Event check-in setup: Ten self-service kiosks
What wasn’t working before
The setup behind the event was fragmented.
Registration sat in one system. Communications in another. Badge printing, lead capture, and session tracking were handled separately.
It worked, but it took effort to hold everything together.
Teams were moving between systems. Data had to be consolidated after the event. Reporting wasn’t immediate.
Onsite, that kind of setup shows up quickly. Check-in slows down. Staff get pulled into small fixes. The pressure builds at the front of the event.
What Klay changed at check-in
Klay focused on the point where things tend to break first. Arrival.
Self-service event check-in kiosks
Delegates checked themselves in on arrival.
Klay supplied 10 self-service kiosks across the event setup, supporting peak arrival periods of more than 1,500 delegates per hour.
No waiting to be processed one by one (x3,000)
No single desk holding everything up.
Badge printing, as needed, on the spot
Badges were printed at check-in.
Delegates could scan and confirm their details, then print straight away. If anything needed fixing, it was handled there and then.
QR-based access and tracking
QR codes replaced manual checks for entry and session scanning throughout the event.
This meant faster movement through entry points and a clear attendance record as the event progressed.
Onsite hardware and support
Klay provided the kiosks, phones, and tablets used for check-in and tracking.
Everything was delivered and ran as a single system on the day, with onsite expert platform support in place to keep arrivals moving throughout the event.
What changed on the day
Delegates moved through check-in registration independently.
No queues formed around a central registration desk.
No waiting for someone to fix a pre-printed badge.
If anything was wrong, the delegate corrected it and immediately printed their badge.
Staff were no longer tied to check-in. They could focus on welcoming delegates and managing the wider event.
Even during peak arrivals, delegates continued moving through check-in without long queues forming at the entrance.
What the event delivered
- 3,000+ delegates attended from 88 countries
- Registration setup time reduced by over 60%
- QR-based access removed manual checks and reduced queues
- Real-time attendance tracking and reporting in place
- Self-service kiosks reduced wait times and freed up staff
Working within the existing event software platform
Klay delivered the on-site setup within the client’s EventsAir software environment.
Registration, check-in, and attendance tracking remained connected throughout the event, with updates delivered as delegates arrived and their session attendance tracked.
“These allowed delegates to check in and print their badges independently, significantly reducing wait times and freeing up staff for other tasks.”
Luke Snowden
Head of Marketing & Technology, Rapiergroup
Applying this to your event
High-volume event attendees put pressure on the check-in and registration process.
When check-in slows down, everything that comes after it feels the negative impact.
Getting it right changes the flow and feel of the whole event. Less waiting. Less pressure on staff. Better control from the start.
The approach used at RCOG World Congress can be adapted to suit different event formats, helping organisers keep arrivals moving and reduce pressure on onsite staff.
