How AAAC went green, saved costs, and boosted engagement with EventsAir 

The All Africa Anesthesia Congress (AAAC) is a cornerstone event in the medical calendar, uniting anesthesiologists and healthcare professionals across the continent to exchange research, innovations, and clinical best practices.  

In 2024, the Congress drew over 1,100 delegates to Johannesburg, South Africa, but with a bold new goal to dramatically reduce its environmental footprint without sacrificing event quality or engagement. 

With sustainability at the forefront, the organizing committee set out to deliver a high-caliber experience that was completely paperless, agile, and inclusive. The vision was clear: no printed programs, no redundant signage, no waste.  

Just smarter tech, greener practices and highly engaged attendees. 

Velocity Vision, the powerhouse team behind the event, turned to EventsAir to bring this vision to life. 

The Challenge & The Goal

Managing a large-scale medical congress already comes with enough logistical hurdles, but attempting to go fully digital and sustainable added another layer of complexity.  

“We didn’t just want to run another event. We wanted to run it differently,” said Grace Mangwaela, Event Manager at Velocity Vision. “The challenge was doing that at scale, and in a region where infrastructure gaps can throw unexpected curveballs.” 

Key goals included: 

• Simplify check in and complex exhibitor logistics 
• Improve communications and attendee engagement (in real time)
• Centralize abstract submissions and management 
• Reduce operational costs and duplication 
• Eliminate printed programs entirely 
• Use eco-friendly materials for name badges 

Their legacy platform (a custom-built system) was simply not able to achieve this. “We had multiple pain points: reconciling finances, sending bulk personalized communications, and managing abstract workflows,” Mangwaela shared. “Our previous system was highly manual and needed a lot of technical intervention. Our event was simply not sustainable doing this. We needed a platform that could simplify everything. That’s where EventsAir came in.” 

The EventsAir Solution 

Velocity Vision deployed a fully integrated EventsAir solution covering pre-event planning through to onsite execution and post-event wrap up. 

Key capabilities that transformed their event included: 

Digital check-in & personalized registration 

Delegates received unique QR codes before the event, enabling smooth, queue-free check-in via self-serve kiosks. “The kiosk feature sealed the deal for us. It was the end-to-end consistency and clarity that really made EventsAir stand out,” Grace shared. “This was a brand-new experience for many attendees. It was quicker, more pleasant, and eliminated the paper trail.” 

Real-time mobile engagement 

Over 750 delegates downloaded the EventsAir mobile app – an impressive 68% adoption rate. The most-used feature? The digital program. “This validated our decision to go 100% paperless,” Grace said. “The app also enabled targeted push notifications, session reminders, and real-time updates, ensuring seamless engagement.” 

Plantable, eco-friendly name badges 

Attendees received biodegradable name badges made from seeded paper that could be planted to grow native South African flowers, a symbolic touch that extended the event’s life beyond its final session. While printing on this material posed challenges due to its delicate texture, EventsAir functionality made this effortless and coordinated this outcome to meet the Congress’s sustainability goals. 

Smooth abstract management

Previously a source of frustration, abstract management became smooth and glitch-free. “The ability to handle multiple submissions, track workflows, and centralize reviews – all in one platform – was a huge relief,” said Grace. 

Unified exhibitor & finance management 

EventsAir’s dedicated Exhibitor Portal includes efficient tools that allow exhibitors to self-serve. This means that exhibitors can choose their booth package, select their stand position via an interactive floor map, and even pay for their package all within one portal.

This meant that the Velocity Vision team could simplify complex exhibitor logistics and reconciliation processes, an area that had been time-intensive in the past. 

The Results 

The transformation wasn’t just visible, it was easily measurable. 

• Over $8,000 saved by eliminating printed programs and booklets 
• 754+ app users engaged digitally, accessing real-time updates 
• Zero reliance on third-party survey tools, with post-event feedback handled directly via EventsAir (used for improvements to future events)
• Significant time savings, with push notifications replacing manual outreach
• Reduction in carbon footprint via paperless processes, and digital engagement

“EventsAir helped us deliver a high-impact event without a high environmental cost,” Grace added. “We were able to align our values with our operations, and it felt seamless.” 

Lessons and looking ahead 

Reflecting on the experience, Grace emphasized the power of adaptability. “EventsAir gave us the flexibility to make updates on the fly and keep everything aligned before, during, and after the event. That consistency across touchpoints made all the difference for this and future events, without the exhausting admin effort.” 

When events must balance engagement with impact, the 2024 All Africa Anaesthesia Congress proved that sustainability and scale aren’t mutually exclusive. With EventsAir at the core, Velocity Vision reimagined what a congress could be and set a new benchmark for medical events across the continent. 

Want to see how EventsAir can help you streamline and scale your events? Click here to see a demo of EventsAir in action with one of our event experts.