When the Royal College of Obstetricians and Gynaecologists (RCOG) hosted its flagship World Congress at ExCeL London, Rapiergroup was at the helm of delivery. With nearly 3,000 delegates from 88 countries, the event required a robust, scalable solution to unify registration, logistics, and engagement – without compromising on delegate experience.
Rapiergroup is a full-service creative agency specializing in the design and delivery of exceptional live, virtual, and hybrid experiences. With over 30 years of expertise, they partner with global brands and associations across healthcare, technology, finance, and non-profit sectors.
With EventsAir, Rapiergroup transformed a historically fragmented process into a seamless, data-driven event, setting a new standard for global congress delivery.
The Challenge
Prior to adopting EventsAir, Rapiergroup’s event management process involved juggling multiple third-party systems. From registration and communications to onsite delivery, each element relied on separate vendors and workflows.
“We were using standalone platforms or spreadsheets for registration, bulk email tools for communications, and multiple suppliers for badge printing, lead capture, and session scanning. This not only increased costs but also introduced data silos and operational friction,” said Luke Snowden, Head of Marketing & Technology at Rapiergroup.
The effects?
- Cumbersome manual coordination
- Delayed reporting due to post-event data reconciliation
- Limited scalability and reusability of workflows
- A reactive approach to event delivery
“The pain points were clear: duplicated effort, inconsistent data, limited visibility, and a reactive rather than proactive approach. These issues not only strained internal resources but also impacted the delegate experience,” says Snowden.
The Solution
Rapiergroup chose EventsAir to consolidate all event processes into a single platform.
The shift wasn’t just about solving problems; it was about enabling growth.
For the RCOG World Congress, Rapiergroup leveraged:
- Centralized registration and communications
- Mobile event app, eliminating the need for printed programs
- Self-service badge kiosks, reducing queue times and freeing up staff
- QR code-based scanning, streamlining session check-in and real-time tracking
- Abstract and speaker management, simplifying scientific program delivery
- GDPR-compliant data management, ensuring security and compliance.
“EventsAir offered the scalability and reliability needed to deliver high-quality, data-rich experiences across diverse event formats using a full suite of connected tools. It empowered the team to turn a reactive process into a proactive strategy,” says Snowden.
The Results
The RCOG World Congress 2025 exceeded expectations:
- 3,000+ delegates from 88 countries
- Registration setup time reduced by over 60%
- Digital ticketing and QR scanning eliminated queues
- Real-time attendance tracking and reporting
- Seamless badge printing onsite, using self-service kiosks with visual badge attributes for groupings and access levels
Using EventsAir brought measurable improvements. Registration setup time was reduced by over 60% compared to previous years. Digital ticketing and QR-based scanning replaced manual access control, eliminating queues and enabling real-time attendance tracking.
One of the standout features? Self-service kiosks.
“These allowed delegates to check in and print their badges independently, significantly reducing wait times and freeing up staff for other tasks,” says Snowden. “We even used visual badge attributes – icons and colours to indicate access levels or groupings
Throughout the event, Rapiergroup praised the collaborative support from the EventsAir team.
For Rapiergroup, EventsAir isn’t just a tool – it’s a strategic asset.
“If there’s one thing the events community should know about EventsAir, it’s that it’s far more than just a registration tool. It’s a fully integrated event delivery platform that can replace a whole ecosystem of third-party systems,” says Snowden.
Before EventsAir, Rapiergroup were reactive, fixing issues as they arose. Now, they have developed a proactive and structured workflow, automated communications, and robust reporting.
Rapiergroup started by closing efficiency gaps; but now focuses on delivering smarter, more engaging events that scale with their clients’ ambitions.
Rapiergroup continues to deliver complex, global events with the confidence and agility that EventsAir provides – transforming operations, elevating delegate experiences, and setting new benchmarks for event success.
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