The events and congress organization agency, Caprimed, chose Infordata Sistemi to manage the access control, the presence detection and the identification of the participants through badge for the 5th National Congress of the FIMP (Italian Federation of Pediatricians).
The 1st October at Turin’s Lingotto began the Vº FIMP National Congress counting on more than 2.200 participants registered and a 4 days duration.
The title of the Congress “Flight assistant” is strictly connected to the aim of pediatricians to bring by hand the families in the long growing path of their children and teach them how to have a good and healthy lifestyle since their first years of life.The pediatrician considers himself a part of the growing process of the kids and wants to be always present until the complete development.
The event was the perfect chance for the FIMP to give useful advices to the parents through two handbooks: one about the difficulty that children have to fall asleep and the other focused on how to protect children from the many risks in the Internet world. Was also a good opportunity for docotors to get in contact and to share experiences and practices.
To satisfy the client’s needs Infordata Sistemi chose MeetMe, the conference and events management software, a complete and flexible system to guarantee: access control, presence detection, participants’ accreditation, creation of reports (time attendance) and general management of any kind of event, congress or fair.
MeetMe is able to simplify the enrolments management – management of mailing and invitations, confirmation of registration, registry members import from Excel spreadsheet, insertion of new members from web interface.
For the accreditation of the participants to the congress, it has been installed a desk divided in alphabetical order (one queue for the surnames from A to C, another one for those from D to F, etc) and a team of 10 hostess provided support. At the arrival at the desk the hostess provided the participants of the working folder and the badge, previously passed through a UHF Desktop to (automatically) confirm their accreditation.
Most of the badges were printed before the congress during which have been printed new badges just for the last confirmed participants. A recurrent problem in a congress which duration is longer than 1 day is that usually the participants forgot the badges in the hotel so new provisional ones should be printed. As MeetMe is able to manage more than one badge for each person, there has been no problem in calculating the presences: in the contrary case of associating just one badge for person (with the unique serial number) the association between accreditation and presence would be lost. Through the conference management solutions the number of people was constantly updated providing very useful information in order to organize the number of menus that should be prepared for each meal.
At the end of the congress, the organization has printed the certificates of attendance according to the data recovered from the MeetMe accreditations and the attendance.
For the detection and management of presences, we placed 4 turnstiles with UHF antennas connected to IS2300controllers. Each controller was also connected to the netbooks that were storing the serial number of each badge read. For the badges’ reading it was enough that the persons passed close to the turnstiles area in order to be identified. In each turnstile the antennas have been installed in both directions, to the interior of the hall and to the exterior, in this way it was possible to associate the pass of one person with one unique entrance or exit. By calculating the difference of time between the first read of the badge and the second one, MeetMe system was able to determine the time that a person has been in the hall. The attendance calculation was, very useful for the participants to get recognized the learning credits for the CME.
All the system works online with connection to the MeetMe server. We also included a WiFi net with several access points to allow the interaction between the server and the devices installed in the turnstiles. The main problem was that in the building of the congress they didn’t have Internet connection so we resolved it using a simple UMTS Internet stick that did a great work. For security we provided an on-site backup server in case there were communication problems.