FOGSI (The Federation of Obstetric and Gynaecological Societies of India) partnered with n-Gauge to simplify and digitize the registration process for their annual conference. The goal was to create a seamless, user-friendly, and paperless system that enhanced the delegate experience while providing accurate data for organizers.

With evolving client requirements, n-Gauge implemented an innovative registration and badge management system, ensuring smooth event execution from start to finish.

Challenges Faced

1. Client’s demand for “Paperless Registration” The client had given very clear expectations that they did not want to use the traditional badge and lanyard. They cited the example of Digital Boarding. 

2. Unclear Registration Categories
   The client initially provided incomplete details about registration categories, resulting in ambiguities in the form. As the project progressed, new requirements demanded significant adjustments to the system.

3. Category-Based Fee Calculation Issues
   Changes in registration categories and the inclusion of hotel selection caused discrepancies in fee calculations, requiring continuous fine-tuning of the system.

4. Complex Form Design
   Adding features like hotel selection increased form complexity, impacting usability and user experience.

5. On-Site Internet Limitations
   Internet connectivity issues at the venue posed challenges for real-time registration and badge printing.

6. Bulk Communication Challenges
   Sending bulk WhatsApp messages and customized event-related updates required robust solutions to manage delegate communications effectively.

Solutions Implemented

1. Collaborative Requirement Analysis

   • Conducted multiple meetings with the client to clarify requirements and finalize the registration structure.

   • Maintained open communication to address changes effectively.

2. Iterative Development

   • Adopted an iterative development process to accommodate evolving requirements without disrupting functionality.

   • Implemented rigorous testing after each update for seamless integration.

3. Simplified Registration System

   • Redesigned the registration form for better usability while incorporating all necessary features.

   • Ensured a user-friendly interface for delegates, enabling them to register and update details effortlessly.

4. Robust On-Site Solutions

   • Utilized mobile internet to manage on-site registrations and badge printing efficiently.

   • Implemented a QR code-based badge collection system, reducing dependency on paper and manual processes.

5. Effective Communication Tools

   • Uploaded delegate data and sent confirmation emails and WhatsApp messages for better engagement.

   • Deployed customized bulk communication solutions to streamline event-related updates.

Results

1. Seamless Registration Process
   Delegates could register from anywhere, update their details before submission, and experience a smooth on-site process using QR codes for badge collection.

2. Enhanced User Experience
   The simplified registration form and intuitive interface made the system accessible and easy to navigate for all users.

3. Improved Efficiency for Organizers
   Lunch scanning and badge printing worked flawlessly, providing organizers with accurate footfall data and real-time insights.

4. Positive Delegate Feedback
   The e-badge system aligned with the goal of going paperless and was highly appreciated by attendees for its convenience and environmental benefits.

Client Testimonial

"This is the most innovative registration and badge system we have seen at any event. I wish our other event organisers also follow this system in time to come.”
— Delegate

Partner with n-Gauge

Ready to streamline your event registration and management? Visit n-Gauge to explore how we can transform your events into seamless and efficient experiences.