Enhancing Environmental Events: SETAC’s Journey with fielddrive

At fielddrive, we are passionate about sustainability and always eager to partner with organizations like SETAC that are making a significant impact on the environment. Our commitment to sustainability aligned perfectly with SETAC’s mission, and that’s why we knew that we’d be a great fit for them.

The Challenge

Before teaming up with fielddrive, SETAC faced several challenges with their event registration and check-in processes:

Pre-printed Badges: Prior to partnering up with fielddrive, SETAC relied on pre-printed badges. It created a lot of event-day chaos as the staff manually searched for attendee badges during the check-ins. Furthermore, it also created a lot of waste badges because of all the no-shows on the event day since all the badges had to be printed in advance.

Crowd Control: Efficiently managing the flow of attendees at the entry points and avoiding bottlenecks was a major concern.

Integration with Existing Systems: SETAC needed a check-in solution that could integrate easily with their existing registration software, ReadyMembership by Pixl8. They were also looking for an integration partner who could further customize ReadMembership to meet their unique needs.

Custom Messaging: SETAC needed a way to send tailored messages to different groups of attendees, ensuring they received relevant information.

The Solution

fielddrive stepped in with our advanced event-tech solutions, transforming SETAC's registration and check-in process:

On-demand Badge Printing: With fielddrive in their corner, SETAC no longer had to print the badges in advance. Our on-demand badging kiosks allowed attendees to print their badges after they arrived at the venue, which made the entire process much more streamlined. It also decreased the amount of waste generated as the badges were now printed only for the attendees who showed up. 

Smooth Check-ins: fielddrive’s kiosks allowed attendees to check in quickly using facial recognition or by manually searching for their names. This significantly reduced wait times and improved the overall check-in experience.

Rebecca Bundschuh, from SETAC, mentioned, “The majority of our participants really liked how smooth it was. They just had to walk up to the kiosk and either use facial recognition or search for their name.”

Effortless Integration: fielddrive's vendor-agnostic check-in kiosks allowed for seamless integration with SETAC’s existing registration software, ReadyMembership by Pixl8. This made data synchronization and real-time updates a breeze. fielddrive’s integration services are designed to be flexible and customizable, ensuring a perfect fit for any existing system. Rebecca said, “The integration with ReadyMembership helped us manage everything smoothly.”

Custom Messaging: fielddrive enabled SETAC to send custom messages to different delegate groups, ensuring everyone got the right information. This was particularly useful for reminding judges to pick up their scoring sheets for student presentations and notifying attendees with outstanding balances. “We were able to tailor messages specifically to different groups, which was really helpful for our event,” Rebecca added. 

Access Control: For special events like invitation-only dinners or student parties, fielddrive's access control solution ensured only the right people got in, keeping everything secure and well-organized. “We did access control for our evening and social events,” Rebecca explained. “It worked nice with the scanners.”

The Results

fielddrive's solutions had an immediate and positive impact on SETAC’s events. Thanks to our lightning-fast badging and check-in kiosks, we were able to check in around 2700 attendees during the event. Our solutions further resulted in:

Improved Efficiency: The streamlined check-in process meant no more long waits and smoother entry for attendees.

Enhanced Attendee Experience: Participants loved the quick and easy check-in process, with personalized badges adding a nice touch.

Better Data Management: Integration with ReadyMembership provided real-time updates and easy access to attendee information, making it simple to track attendance. Rebecca appreciated this, saying, “It was nice to get a report of people who didn’t show up, which helps us prepare for future events.”

Effective Communication: The ability to send custom messages ensured that all attendees received important information tailored to their specific needs.  “Reminding judges to pick up their scoring sheets and notifying attendees with outstanding balances was really helpful,” Rebecca shared.

Conclusion

fielddrive's cutting-edge onsite technology and dedicated support made a significant difference during SETAC Europe 34th Annual Meeting. By addressing key challenges and providing dependable solutions, fielddrive helped SETAC host a well-organized and successful event that left attendees wanting for more.