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Case study

A conference that had to work in front of the delegates

Registration across nine delegate categories, three pricing tiers and two currencies — then QR check-in and live hall-by-hall attendance, for two days, with no second chance at any of it.

3 min read

The 18th National Conference of the Society of Dermatologists, Venereologists and Leprologists of Nepal ran over two days at Hotel Barahi in Pokhara, in April 2024. We did the software and the on-site IT.

The thing that makes a conference hard is not the software. It is that the software has an audience, in a room, on a schedule, and every part of it fails in public.

Registration was the hard part, and it was hard before anyone arrived

Categories and tiers are not independent in the way a pricing table implies — an early-bird student rate and a late-registration international delegate rate are not the same discount applied twice. Getting this wrong is not a rendering bug. It is a delegate who paid the wrong amount, and a treasurer reconciling it by hand afterwards.

The registration matrix, and what it feeds. Payment is reconciled against registrations rather than recorded beside them — the second half of the same transaction, not a separate system.

Then the doors opened

Everything above happens with a deadline but without an audience. The second half does not.

Once the conference started, the organisers needed to know who was in which hall — live, while sessions were running, without a queue forming at any door. Every delegate carried a QR code issued for them, check-in wrote to attendance as it happened, and the numbers on the organisers' screen were the numbers in the room.

  1. Before the deadline

    Auto-scaling ahead of the registration close, because registration traffic for an event is not a curve, it is a wall on the last day.

  2. On the opening morning

    The same again for arrivals, which land in a narrower window than registration ever does.

  3. Through both days

    QR check-in per delegate, writing hall-by-hall attendance live. Nobody waiting at a door for a screen to catch up.

  4. On site

    Our own people running the IT operation for the duration, because remote support for an event in progress is not support.

What was actually delivered

  • Web platform
  • Mobile app
  • Backend
  • UI/UX and graphics
  • On-site IT

Five surfaces, one team. The registration model, the payment reconciliation, the check-in flow and the attendance view are the same system seen from four places — which is the only arrangement where the number on the organiser's screen and the number at the door cannot disagree.

Teispace has been instrumental in managing our IT operations and developing a seamless event management solution for our program, Sodveloncon 2024.

Dr Ramesh Sharma · Organising Secretary, SODVELONCON 2024
Why this one is named and most are not

Most of what we have built carries somebody else's name, and we do not list those. SODVELONCON is here because the organisers agreed to it. The nine categories, three tiers and two currencies are verifiable in the conference's own brochure — which is the standard every number on this site is held to.

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