Portfolio
Conference registration with workshop selection and access control for the VIP Congress 2026
The VIP Congress is the annual conference organized by the Stichting Contactgroep Automatisering (CGA), a platform for software vendors in the fintech and insurtech sectors. The CGA serves as a central point of contact for organizations such as the AFM, Adfiz, HDN, the Ministry of Finance, SIVI, and the Dutch Association of Insurers. The 2026 anniversary edition, held on July 7 at the AFAS Theater in Leusden, brought together approximately 793 participants under the theme 're:Invent.' The organizers sought a professional conference management solution that supported both open registration and registration by invitation, including capacity-limited workshop selection, a comprehensive invitation process, and on-site access control using badges and lanyards.
Conference website featuring workshop registration, dual-track entry, and capacity limits per session.
Activo developed a comprehensive conference website featuring a welcome page (including an after-movie), an overview of the program and speakers, a list of knowledge sessions, a sponsor page, and a registration/cancellation page with workshop selection and capacity limits. The platform supported both open registration and registration by invitation, managed via a user-friendly, SSL-secured dashboard. The invitation process involved sending each participant a personalized invitation email, followed by reminders, a 'final call' email, and a thank-you email. All emails automatically included an e-ticket with a QR code for access control on the day of the event.
Live App, four scanning points with badge printers and mobile internet backup.
On July 7, 2026, the registration system was operational from 8:00 AM to 3:00 PM, featuring four scanning stations, each equipped with a laptop, scanner, and printer. The Live App provided real-time insights into visitor numbers and the flow of arrivals at each scanning station. An Activo project manager was on-site to handle the setup and dismantling of the system. A mobile internet router was available as a backup in the event of a Wi-Fi failure. To ensure a professional conference experience at the AFAS Theater, Activo provided badges and lanyards for all participants, reflecting the high standards associated with the VIP Congress.
Full control over the flow of participants and managed workshop allocation for 793 fintech professionals.
Combining open registration and invitation-based registration on a single platform gave the organization full control over the flow of participants, eliminating the need for manual coordination between multiple systems. All registrations, workshop selections, and mailing histories were visible via the central dashboard. The workshop module, featuring capacity limits, ensured well-distributed knowledge sessions and a controlled participant experience, contributing to the conference's VIP feel. The automated mailing and confirmation process significantly reduced the administrative burden on the organization.
