The benefits of RFID technology

CEDA monitors delegate entry into and out of conference and event venues using RFID. It is a contactless system for CPD points, attendance registers, attendance analysis, security, speaker feedback, access control, live data, dining seating plan, lead capture, and much more.

By Adrian Garrett

Adrian Garrett and Kevin Bradfield are joint partners of CEDA. In this article, Adrian Garett shares some insights with Business Events Africa.

What is RFID technology?

RFID stands for radio-frequency identification. It is a technology that uses radio waves to identify and track objects. In the conference and events industry, RFID is most commonly used to monitor delegate movement in and out of venues and exhibition areas.

How is the RFID tag linked to the delegate badge?

CEDA’s RFID tags are self-adhesive and can be applied within a folded name badge or onto the badge or the pouch. Each RFID tag is coded and printed with a unique four-digit number. Where badges are pre-printed, the RFID tag number is linked to the delegate’s online registration data before being applied to the badge. Prior to printing the badge, the four-digit tag number is entered into the delegate’s data during onsite registration.

Is RFID monitoring ‘hands-free’ technology?

Yes, RFID monitoring is hands-free technology. Delegates merely walk past our antennae with their name badge visible, and the RFID tag is scanned automatically. Delegates are NOT required to interface with any devices or systems, which makes it an extremely user-friendly experience.

What areas at an event can be monitored with RFID tech?

CEDA: The areas that can be monitored with RFID tech depend on the specific needs of the event organiser. However, the most common spaces include:

• Plenary venues.

• Break away venues.

• Exhibition areas.

• Gala dinners and dining areas.

• Event foyers.

Other areas to consider monitoring are:

• Off-site events — dinners, cocktail events, team building, etc.

• Transport embarkment and disembarkment for site visit and transport to off-site accommodation.

Is it necessary for complete data analysis?

The event organiser decides how much data to analyse, which is dependent on how much registration data is shared with CEDA. Some event organisers may merely wish to collect basic information such as entry and leave times. Others may choose to collect additional, precise information such as delegate names, qualifications, and occupations, or delegates at certain sessions. The level of data analysis required will be determined by the event organiser's unique goals.

What are the benefits of event organisers using RFID tech through CEDA?

There are numerous advantages to utilising RFID technology through CEDA. Among the many advantages are:

• Better event planning

RFID data can help with event planning by offering insights into delegate movement, attendance, and preferences. This data can be utilised to make events more efficient and effective.

• Improved event safety and security

RFID technology can be used to improve event safety and security by monitoring delegate movement and venue capacity. This can aid in the prevention of overcrowding and other potential safety problems. Data collected may be used for contact tracing.

• Improved delegate communication

RFID technology can be used to send tailored communications to delegates, such as reminders about upcoming sessions or changes to the schedule. This can help to strengthen communication with delegates and keep them up-to-date on the event’s progress.

• Greater ROI for exhibitors

RFID technology may be used to monitor traffic flow in exhibition spaces, allowing exhibitors to identify the most popular sections. This data can be used to increase the ROI for exhibitors.

• Better event evaluation

RFID data may be utilised to assess an event’s success by offering insights into delegate satisfaction, engagement, and learning. This data can be utilised to make future events better for all.

What is the benefit of RFID for exhibtors?

Every exhibitor will tell you that position is critical, and every exhibitor wants high-quality traffic through their exhibition. Peak attendance periods and numbers in an exhibition area can be traced using RFID technology. RFID technology can aid in the identification of peak, medium, and low times and of attendance. In certain circumstances, it is possible to identify the area of the highest volumes and periods. Use this information to resell the same locations at future events. Sharing this information will help exhibitors assess their ROI for your event more accurately.

Do organisers purchase the CEDA system or rent the CEDA system from CEDA?

CEDA would be hired by event organisers to operate the RFID technology for their event. Simply provide CEDA with the details of your event, including the venue, dates, number of participants, and number of rooms to be monitored, and CEDA will be happy to provide you with a quotation. CEDA will then work with you to organise and plan the finer elements of your needs.

Can CEDA be used for assigning CPD points?

CEDA was founded in response to a client’s requirement for ‘hands-free’ CPD point distribution. The data gathered reveals which delegates went to which session. CPD points can be allocated based on this information. Delegates who receive CPD points have a private profile on our website where they can access all current and previous CPD points allocated at CEDA-monitored events.

Is CEDA RFID technology expensive?

Prices will vary according to the number of delegates attending, the length of the event, and the number of rooms monitored. CEDA may cost as little as R20 per person, per day, which is probably less than the cost of an extra muffin per person with morning tea.

Can the event organiser transfer CEDA costs?

Excellent question, yes, the cost can be transferred. As CEDA’s antennae are strategically placed at venue entrances, it becomes a sought-after branding spot.

We welcome sponsors to brand our antennae. The sponsor can also brand movement-triggered messaging. For events with multiple rooms being monitored, it is possible to have a sponsor per room and share the cost. This can be loaded into existing sponsorship packages or as a standalone sponsorship.

Can CEDA be used to communicate with delegates?

Without a doubt. The CEDA system is configured to send text and email messages to delegates. Messages are triggered at specified periods when delegates will pass CEDA antennae. It is an excellent method for sending survey links, following sessions. The system can be configured to send messages only to delegates attending specified sessions. It can be used to notify delegates of programme changes. It can be used to thank delegates upon their arrival at the event and again upon their departure. It can be used to notify delegates of off-site social events and much more.

Can CEDA be used to restrict delegate entry into a venue?

Yes, if the registration data includes fields identifying which delegates are authorised to attend a certain venue, the CEDA system will flag and produce a list of names of any delegate who is not authorised to be in that location.

Is CEDA worth the cost to the organiser?

Absolutely. Using CEDA to monitor delegate movement through an event and collect valuable movement data can help tremendously with understanding and improving events. The more data you can collect and apply practically to your event, the more you will learn, and the more you will be able to provide feedback to clients, sponsors, speakers, and delegates. RFID data is adaptable, measurable, informative, and has the potential to save money. It's an excellent tool for movement-based communication. It is adaptable, scalable, cost-effective, sellable, and functional. One of the most beneficial conference and event add-on services. Contact information www.cedata.net or contact Adrian on +27 (0)83 448 6444 or send him an email: adrian@cedata.net