Tung Wah Group of Hospitals Mental Health Symposium
A cross-boundary collaboration conference bringing together nearly 500 experts, scholars, and practitioners to advance mental health services across community, workplace, and caregiver sectors.
The Status Quo
The client lacked a centralized system to manage their event lifecycle — from attendee data collection and ticket sales to attendee management and check-in. Relying entirely on manual processes left them highly vulnerable to frequent errors and operational bottlenecks.
With nearly 500 attendees including cross-boundary experts and government officials, the manual approach created significant risk of registration errors, long queues at the venue, and a lack of visibility into attendance numbers leading up to and during the event.
Three Operational Hurdles
No centralized registration system
With attendee data spread across multiple spreadsheets and email threads, the organizing team struggled to maintain accurate registration records. Manual data entry introduced frequent errors that required labor-intensive corrections.
Manual check-in and long queues
Without QR codes or automated verification, staff had to manually check attendee names against printed lists — a slow process that created significant queues at the entrance of a symposium with nearly 500 participants.
No badge printing capability
Without on-site badge printing, organizers had to pre-print all attendee badges, creating logistical challenges for last-minute registrations, name changes, and walk-in attendees — common in a conference environment.
EventX Features in Action
A one-time setup that transformed a disjointed process into a seamless, automated workflow handling the entire attendee journey.
Automated Registration & Confirmations
Attendees registered through a streamlined online form. Upon submission, the system automatically sent confirmation emails with unique QR codes — eliminating manual data entry and follow-up communications.
Lightning-Fast Check-In App
On event day, EventX's check-in app drove rapid on-site QR scanning. Staff processed attendees in seconds by scanning codes from mobile devices — entirely eliminating manual follow-ups, human error, and long lines at the door.
Instant Badge Printing
Upon check-in, attendee details were sent wirelessly to thermal badge printers for instant, customized badge production. Walk-ins and last-minute changes were handled on the spot with zero pre-printing required.
EventX eliminated our operational headaches by transforming a disjointed process into a seamless, automated workflow. With a one-time setup, the system handled the entire attendee journey — capturing registrations, triggering confirmations, and delivering unique QR codes instantly.
— Organizing Team, Tung Wah Group of Hospitals
Event in Action
Frequently Asked Questions
How did EventX handle registration for nearly 500 attendees?
EventX provided a mobile-responsive registration form that collected attendee data and processed any required ticketing fees. Automated confirmation emails with unique QR codes were sent instantly, eliminating manual follow-up.
Was the check-in process fast enough for a large conference?
Yes. EventX's check-in app enabled staff to scan QR codes from attendees' phones in under a second per person. With wireless badge printers running in parallel, attendees moved from queue to badge in seconds.
Could EventX accommodate walk-in registrations on the day?
Absolutely. Staff could register walk-in attendees directly through the check-in app, generating their QR code and printing a badge on the spot — no pre-registration required.
Ready to automate your conference registration?
EventX provides enterprise-grade event management for conferences of any scale — from automated registration to seamless on-site check-in and badge printing.
Get in touch for a walkthrough