The Challenge:
The IEEE Micro Electro Mechanical Systems (MEMS) 2025 Conference brings together over 700 onsite researchers and professionals plus 80 remote attendees to discuss the latest advancements in microsystems technology. With Taiwan hosting the 2025 event, the organizers had to comply with funding related regulations requiring physical session attendance tracking and official reporting. To adhere to local policies, the meeting planners needed a reliable, accurate, and easy-to-use solution for session attendance verification.
The Solution:
To meet these requirements, MEMS implemented the EventPilot Attendance Scanning feature, a fully integrated add-on module that enables event staff to scan attendee badges at each session entrance. The scanning process was seamless and managed entirely within the EventPilot conference app, ensuring that only authorized staff could scan and access attendance data.
The Results:
- Accurate Attendance Reporting: Event organizers could generate and submit official attendance records to comply with Taiwanese government requirements.
- Seamless & User-Friendly: Staff found the scanning system intuitive and efficient, reducing administrative burden.
- Fully Integrated Solution: The scanning tool was built directly into the EventPilot app, ensuring a secure and streamlined process.
Sara Stearns, President at Preferred Meeting Management, which manages MEMS, emphasized the impact of EventPilot’s solution: “Scanning attendance directly in the EventPilot conference app allowed us to track session attendance, which we had to report to the authorities in Taiwan. The system was easy for our staff to use, making the entire process seamless.”
By implementing EventPilot’s session attendance scanning capabilities, MEMS successfully navigated Taiwan’s regulatory requirements, ensuring compliance while maintaining a smooth conference experience. Taking advantage of the conference app’s advanced features simplified attendance tracking for the small team and demonstrated the value of integrated solutions in modern conference management.
“Scanning attendance directly in the EventPilot conference app allowed us to track session attendance, which we had to report to the authorities in Taiwan. The system was easy for our staff to use, making the entire process seamless.”
Sara Stearns, President at Preferred Meeting Management
International Conference on Micro Electro Mechanical Systems (MEMS)
About EventPilot Conference Apps
Event Apps with Attendance Tracking
Academic and medical events have unique requirements, and the EventPilot conference app for nonprofit organizations provides seamless attendance scanning technology designed specifically for scientific meetings. Whether you need to track session attendance for reporting, accreditation, or capacity management, EventPilot makes it effortless with mobile badge scanning and real-time attendance data—all fully integrated into your conference app.
Why is attendance tracking important for scientific or medical meetings?
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Accurate session reporting: Automatically track who attended each session for grant funding, CME accreditation, or compliance.
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Capacity management: Get real-time insights into session attendance to manage room capacity and overflow solutions.
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Seamless check-ins: Use the mobile app to scan badges at the door, eliminating paper sign-in sheets and manual data entry.
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Offline functionality: No Wi-Fi? No problem. Attendance scanning works even without an internet connection, ensuring reliable tracking in all venues.
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Effortless data export: Generate attendance reports for post-event analysis and compliance documentation
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