ICCA and fielddrive: showcasing best-in-class, sustainable in-person events

The ICCA and fielddrive partnership

After the pandemic, ICCA was determined to bring back in-person events across the globe. In 2021, they introduced a multi-hub approach with events in Paris and South America, with fielddrive introducing their touchless badging solution in France for a safer delegate environment, followed by their true return to a fully global in-person event in Krakow (Poland) in 2022. The momentum continued with a successful Congress in Bangkok in 2023 and a record-breaking 1,500+ delegates at the 2024 Congress in Abu Dhabi supported by fielddrive.

To achieve this ambitious vision, ICCA partnered with fielddrive for our expertise in delivering seamless, innovative event solutions on a global scale, with sustainability at heart. fielddrive's ability to adapt to different locations and provide consistent service makes us the ideal partner to support ICCA’s return to in-person events and their commitment to excellence.

How fielddrive enables ICCA to transform their event operations:

Pre-event operations:

Challenge: Avoid pre-printing badges

Previously, pre-printing badges for thousands of attendees required significant time and effort. Distributing them onsite also hampered the attendee flow and posed logistical challenges, especially when last-minute changes were needed.

“Printing badges ahead of time is labor-intensive, and any mistakes can cause significant issues onsite,” explained Plamena Paskaleva, Events Assistant, ICCA.

Solution: Live badging

To streamline the badge printing process, fielddrive equips ICCA events with its cutting-edge onsite badge printing solution that eliminates the need to pre-print attendee badges. Attendees now receive personalized badges instantly when checking into the event, significantly decreasing logistical challenges and ensuring smoother attendee flow.

Challenge: Deep badge personalization

ICCA wanted to reimagine its badges in both form and function. To offer a more engaging experience, ICCA aimed for participant badges to reflect personalized details about each attendee. ICCA needed an agile badge customization solution that offered great freedom and creativity while also being reliable.

Solution: Robust badge customization

Designed using fielddrive’s robust and flexible badge customization solution, ICCA event badges are now eye-catching, brand-aligned, and personalized, featuring attendee details like dietary preferences, personas, and voting rights. 

Challenge: Back-end integration with the Registration Platform 

ICCA required a check-in and badging solution that could integrate seamlessly with their existing registration software, EventsAir. A reliable connection was critical to ensure real-time updates and accurate data syncing.

Solution: Seamless and secure integration with EventsAir

fielddrive’s API integration ensures that attendee registration data is seamlessly accessible in real time on the day of the event. This setup allows for hiccup-free check-ins and badge printing. Additionally, onsite data syncs perfectly with ICCA’s backend database, capturing last-minute updates and new registrations accurately.

“The API integration is fundamental. It ensures reliable data, saves us time, and allows us to make changes instantly,” said Plamena.

Onsite operations:

Challenge: Check-in efficiency

ICCA sought a faster and smoother check-in experience for their delegates to eliminate delays and long queues at the venue.

“Delegates in this industry are very demanding. They want to get into the event seamlessly to network, hear the content, and enjoy themselves. The easier the process, the better,” Plamena noted.

Solution: Effortless check-ins with facial recognition

fielddrive’s self-service kiosks allow delegates to check in with QR codes or by leveraging the facial recognition check-in feature. Attendees simply smile for the camera and voilà… they are checked in!

Challenge: Managing name translations for global visitors

ICCA events draw attendees from across the globe, with many registering in their native languages. This presented a challenge, as badges required names to be translated into English, leading to potential errors. ICCA needed a solution that allowed real-time edits during check-in to ensure accurate badge printing.

Solution: On-the-fly updates to attendee details 

fielddrive’s badging and check-in solution allows ICCA  to edit attendee details on-the-fly during check-in so that their badges reflect the correct information. These edits are updated in the backend database in real time, ensuring ICCA always has the most accurate data. 

Challenge: Real-time event insights

ICCA required real-time visibility into event operations, such as check-in rates and visitor flow, to make timely decisions and improve the attendee experience.

Solution: fielddrive Analytics

fielddrive’s live analytics dashboard provides ICCA with real-time data on check-ins, session participation, and attendee flow. This enables ICCA to adjust operations quickly and gather insights for post-event analysis.

Challenge: Sustainability

As a global leader, ICCA is committed to sustainability and aims to reduce waste from unused pre-printed badges. ICCA wanted to find a partner who shared their beliefs and could actively support their green initiatives.

Solution: A greener approach

fiefielddrive's on-demand printing helps ICCA reduce badge waste. The badges are printed on biodegradable paper using eco-friendly ink and without the use of PVC, glue, and removing the need to use plastic badge holders, further reducing environmental impact. 

“Sustainability is very important for us as an organization. Having solutions that align with that goal made fielddrive a natural partner,” Plamena remarked.

Challenge: Global support

With events hosted across continents, ICCA needed a partner with a global presence and experience in delivering consistent service worldwide.

Solution: Global support, anytime, anywhere

From Paris to Krakow, Bangkok, and Abu Dhabi, fielddrive provided consistent, reliable, and premium service tailored to ICCA’s events.

“fielddrive’s ability to support us across different continents and adapt to our needs has been invaluable,” said Plamena.

Post-event operations:

Challenge: Post-event insights

ICCA needed detailed post-event reports to evaluate the event’s success and plan future improvements.

Solution: Detailed event reports

fielddrive’s detailed reporting system provides a comprehensive look at critical event data such as check-in stats, session attendance, and attendee engagement. These insights empower ICCA to improve future events effectively.

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Results: Going above and beyond

fielddrive’s solutions don’t just meet ICCA’s expectations—they exceed them every time. Here’s how:

1. Smooth check-ins, happier attendees

fielddrive’s kiosks slashed check-in times drastically, ensuring a fast and smooth start to the event.
“Attendees loved the ease of the process. As soon as they smiled at the camera or scanned their QR code, their badge was printed instantly. It was a flawless experience,” said Plamena.

2. Badges that do more

Thanks to fielddrive’s robust badge customization options, badges at ICCA’s events have become powerful networking tools, tailored for each individual attendee:

• Accurate name translations ensure attendee names, translated into English, are displayed correctly.
• Dietary preferences are printed clearly on badges, making dining stress-free.
• Attendee personas foster meaningful discussions during networking sessions.
• Voting badges streamline decision-making processes for key event votes.

“This level of customization truly elevated the delegate experience,” Plamena shared.

3. Staying on top with real-time data

fielddrive’s analytics dashboard helps ICCA track event attendance live, plan smarter for peak times, and ensure smooth session operations. 

‍“Being able to see live data onsite was incredibly valuable,” said Plamena.

4. Saving time and reducing hassle

By eliminating pre-printed badges, ICCA saves significant time and resources while enjoying the flexibility to update details instantly. ‍

“Having the flexibility to make instant updates, like fixing a name or adding a dietary requirement, without any disruption, was a major advantage,” Plamena noted.

5. Greener events, happier Planet

On-demand printing reduces waste and supports ICCA’s commitment to eco-friendly practices. The badges are printed on biodegradable paper using eco-friendly ink and are free from PVC, glue, or plastic holders, further aligning with ICCA’s sustainability goals.

6. Consistent support, wherever ICCA goes 

From setup to execution, fielddrive’s global expertise ensured ICCA’s events ran smoothly, no matter the location.‍

“fielddrive’s ability to adapt to different locations and still meet our high standards has been incredibly valuable,” said Plamena.

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Conclusion

ICCA’s partnership with fielddrive demonstrates how innovation and collaboration can elevate event experiences. By addressing key challenges with smart tech solutions, ICCA enhances efficiency, improves attendee personalization, and reinforces its commitment to sustainability. With fielddrive as a trusted partner, ICCA continues to set the standard for delivering exceptional events that leave a lasting impact.