Diabetes UK hosts one of the biggest healthcare events for diabetes experts, scientists and researchers. The Annual Specialist Conference offers an interdisciplinary program focusing on the latest knowledge, innovation and insights in diabetes care.
In February 2025, the meeting returned to the SEC in Glasgow with over 2,000 representatives during a three-day event. To streamline delegation entries and improve the registration experience, Diabetes UK has worked with Reftech, a company specializing in registering at events, to provide a seamless registration and badge experience.
problem
Diabetes Britain needed a system that addressed high-level delegation volumes with speed and accuracy, especially at peak times. Registration had to accommodate multiple badge types (up to 25 types) in addition to the option to pay via approval workflow, online payments and invoices. For staff in the UK, the approval system was already in place. The coworker was able to register and provide legitimacy for attendance and then sent an automated email to the line manager with a smart link to approve requests that include smart links.
Certain badge types can now be entered on certain days, and there was also the requirement for the exhibitor’s lead capture feature. Reftech’s registration system was also integrated with the Venuiq Event Builder app, which was used for attendee agendas and interactions. The complex registration structure and first day inflow of high pressure meant that the solution had to be robust, intuitive and fast.
Solution
Reftech has provided a complete event registration system tailored to the requirements of diabetes UK. The platform was jointly built by Max Klein, UK Diabetes Conference Organizer. Reftech Projects Director, Rachel Coker; Leika Nell, Project Manager at Reftech. The platform included a postcode finder and a small exhibitor portal for registering with stand staff. On-site, Reftech has deployed six branded prints and five fast track inquiry stations to efficiently deliver badges to representatives.
implementation
PrintPods allowed delegates to collect badges instantly by scanning barcodes on arrival and avoiding queues. Each badge displayed the names of attendees, the type of badge, and the dates they were scheduled to attend, helping Diabetes UK manage attendance and project revenue.
Only about 3% of registered users are registered onsite, but payments were made for less than 1% per day, but RefTech’s system has made it possible to complete the registration smoothly. Payments were processed through the live online registration platform. This was active and synced throughout the event. This allowed last minute participants to still have access without interfering with the flow of check-in.
Integration with the Venuiq app helped guide representatives on events and personalize their agenda. A single-ended strap design is used, with information printed on the back of the badge, and participants’ names always displayed.
The registration process occupied complex management tasks such as payment approvals and invoices, while maintaining a user-friendly experience. Reftech’s technology makes it easier for representatives to register online, receive approval and check in on-site.
result
During the busiest times, nearly 1,000 representatives were flowing through the registered area during the first two hours of the event. PrintPods and a streamlined check-in process made this peak easy to handle. The number of print pods fell on the second and third day as representatives returned with badges maintain a smooth flow of representatives.
Reftech’s real-time data report allowed Diabetes UK to access detailed attendance figures, monitor peak arrival times and support future plans.
Representatives and organizers highly valued the efficiency and professionalism of the registration process.
Max Klein said: “Reftech’s PrintPods made a huge difference to the registration area this year. The process was fast, smooth and intuitive. This is what you need when thousands of people arrive at your event.
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