Delegate Management and COVID-19 Pre-Event Screening Challenges

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MTC events

MTC Events, pre-lockdown in March 2020, enjoyed a footfall of approximately 40,000 visitors each year. The COVID-19 pandemic has been extremely challenging for the events and conferencing industry with the majority of large capacity venues unable to open for business for more than 12 months.

Working towards an easing of restrictions in July 2021, the MTC Events team are working hard to position the Coventry conference venue as “possibly one of the safest conferencing venues in the Midlands”. Not only have the facilities undergone major upgrades to air handling systems, they have also deployed additional sanitisation procedures utilising electrostatic cleaning equipment and anti-viral ULV fogging. In addition, processes and procedures for delegate pre-registration, pre-event COVID-19 screening and onsite delegate management have also undergone in-depth analysis.

This has led to a comprehensive project with Simportal, to help review existing processes and develop a robust solution for delegate management and COVID-19 pre-event screening. This is vital in maintaining high levels of safety and personal wellbeing for both MTC Staff and visitors alike.

The Challenge

  • Develop a system to enable delegate self-registration
  • Customisable and automated COVID-19 pre-event screening processes are essential
  • GDPR compliance is essential
  • A rapid delegate arrival and departure process is essential

The Solution

  • A single web based application
  • Multi-platform / web browser compatibility
  • IOS and Android compatible
  • Fully customisable for any event and at multiple locations
  • GDPR compliant system with automated data purge functionality
  • Flexibility giving the ability to both customise existing process steps and also add new steps as required

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Simportal have worked tirelessly to help analyse and understand existing processes. The team have worked to very tight time-scales and with a finite focus on helping us to re-open our events business in July 2021, most importantly helping us to provide a safe environment for both colleagues and conference delegates. The Simportal team have played a pivotal role in helping us develop and automate essential processes in a fast changing situation.

Richard Watkins, Group Marketing Director Membership – MTC – June 2021