How Has the International Conference Registration System Changed? [GICC 2026 FAIRPASS Kiosk Operation Case]
Real case and operational know-how from GICC 2026, where FAIRPASS unmanned kiosk registration system was introduced to smoothly handle check-in for thousands of attendees.
What Was the Problem at the International Conference Registration Site?
Anyone who has organized a large-scale international conference will have experienced this kind of situation at least once.
Right before the opening, hundreds of attendees rushing to the registration desk all at once. Staff manually searching through name lists, attendees exhausted from waiting in line, and a badge printer falling behind on output. The very moment that determines the first impression of the event becomes the most vulnerable point.
The registration process at international conference sites has long carried the following structural problems.
| Problem Type | Specific Situation |
|---|---|
| Concentrated Wait Times | Attendees rush in all at once around 30 minutes before the opening |
| Reliance on Manual Work | Staff handle name list verification and badge distribution directly |
| Error Occurrence | On-site corrections frequent due to name spelling errors, affiliation notation mistakes, etc. |
| Data Disconnection | On-site attendance data requires separate aggregation after the event |
| Staff Overload | Concentration of personnel at the registration desk lowers overall operational efficiency |
Especially at international conferences with a large number of foreign attendees, the addition of a language barrier further intensifies congestion at the registration desk.
The case that tackled this problem head-on is GICC 2026.
[Provided by the Overseas Construction Association]
What Kind of Event Was GICC 2026, and Why Was FAIRPASS Chosen?
GICC 2026 (Global Innovation & Convergence Conference 2026) is a large-scale international conference in which more than 1,000 domestic and international experts in the industrial and technology fields participated.
With three conditions intertwined — a multinational attendee composition, multiple session tracks, and a short available registration window — the choice of registration system was the key challenge that would determine the success or failure of the event.
The core requirements the operations team faced during the event preparation stage were as follows.
- Introduction of an unmanned processing method to minimize staff deployment
- Multilingual UI for foreign attendees
- Real-time attendee data immediately usable after the event ends
- Paper badge solution in line with the eco-friendly operation policy
The solution that the operations team ultimately selected as fulfilling these conditions was the FAIRPASS kiosk system.
FAIRPASS connects the entire process — from online pre-registration to on-site QR check-in and unmanned badge instant printing — on a single platform.
How Did the FAIRPASS Kiosk Operate at the GICC 2026 Site?
The FAIRPASS kiosk installed at the GICC 2026 site was designed so that attendees could complete registration on their own without any separate assistance.
The operation flow is as follows.
On-Site Operation Process
① Receive QR code sent upon completion of pre-registration
↓
② Scan QR code on the on-site kiosk screen
↓
③ System automatically verifies pre-registration information
↓
④ Badge instantly printed (100% paper eco-friendly badge)
↓
⑤ Attendee entry complete / Data reflected in real time
The entire process was handled within an average of 15–20 seconds.
From the moment an attendee stands in front of the kiosk to picking up their badge and entering, no staff intervention was needed at all.
On-Site Layout Configuration
| Component | Details |
|---|---|
| Number of Kiosks | Multiple units deployed in the main registration area, separately operated per session |
| Badge Printing Method | Pae-pae (100% paper) — instant on-site printing |
| Language Support | Korean·English UI switching supported |
| Data Integration | Reflected in real time on the administrator dashboard immediately upon check-in |
In particular, the FAIRPASS badge is an eco-friendly patented product completed with 100% paper and no plastic holder, which also aligned with GICC 2026’s sustainable event operation policy.
Operation Results: Wait Times Reduced, Data Accumulated, Staff Had Room to Breathe
The changes the operations team felt after introducing the FAIRPASS kiosk at GICC 2026 can be summarized in three areas.
1. Dramatically Reduced Wait Times
Even during the peak time right before the opening, the attendee queue was processed quickly.
Thanks to the structure in which unmanned kiosks process simultaneously, the perceived wait time was noticeably reduced compared to the previous registration desk method.
2. Staff Efficiency
With the conventional method, a large number of staff would have had to be stationed at the registration desk, but with kiosk operation, a minimum number of personnel handled only a support role.
The saved staff resources were redeployed to higher-value tasks such as session operation, attendee guidance, and VIP reception.
3. Real-Time Data Acquisition
Through the FAIRPASS administrator dashboard, the operations team was able to grasp in real time — during the event — the status of attendee inflow by time slot and the status of pre-registered attendees who did not attend.
This data became an asset immediately usable for post-event report preparation and future event planning.
Before Introducing a Registration System for a Large-Scale Event, a Checklist You Must Confirm
If you are considering introducing a registration system for an international conference or large-scale corporate event, please review the items below in advance.
✅ Essential Pre-Introduction Checklist
- Whether pre-registration and on-site check-in are linked — Using separate systems causes data disconnection
- Whether unmanned processing is possible — Confirm kiosk support to prevent staff overload
- Badge printing method — Select the method appropriate for the event: pre-production vs. on-site instant printing
- Multilingual support — Essential for international events with a high ratio of foreign attendees
- Real-time data dashboard — Whether on-site situation monitoring and post-event report utilization are possible
- Eco-friendly requirements — Review of badge and operation methods according to the organization’s internal ESG policy
- On-site support and equipment stability — Whether the supplier can respond immediately in the event of a technical trouble
- Reference check — Whether the supplier has experience operating events of a similar scale and type
As confirmed in the case of GICC 2026, selecting in advance a system that satisfies the above items makes a difference in the completeness of on-site operations.
FAQ: Frequently Asked Questions About International Conference Registration Systems
Q. If an error occurs on-site with an international conference registration kiosk, what do you do?
A. The FAIRPASS kiosk is accompanied by a responsible technical staff member during on-site operation, and is installed with pre-registration data fully integrated into the system.
An offline mode is also supported to prepare for network disconnection situations, allowing the event to proceed without operational interruption.
In addition, the status can be monitored in real time on the administrator web dashboard, enabling immediate identification and response when a problem occurs.
Q. For international events with many foreign attendees, is the kiosk UI supported in multiple languages?
A. The FAIRPASS kiosk supports Korean·English UI switching as a default, and language settings can be adjusted according to the characteristics of the event.
When an attendee scans a QR code, the information entered at the time of pre-registration is automatically retrieved, so badge printing is completed without any language input process.
Foreign attendees can also self check-in without any separate staff assistance.
Q. Can on-the-day on-site registrants (those who did not pre-register) also be processed through the kiosk?
A. Yes. FAIRPASS supports not only QR check-in for pre-registered attendees, but also allows attendees registering directly on-site to immediately register and print badges via the kiosk or administrator tablet.
On-site registration data is also integrated in real time into the same dashboard, so the overall attendee status is managed as one.
International Conference Registration System — Now Redesign It Together with FAIRPASS
The case of GICC 2026 is not simply a story of ‘technology adoption.’
The congestion at the registration site disappeared, staff were able to focus on more important tasks, and data that could be used even after the event ended remained.
Attendees gained a smooth first experience, and the operations team gained room to breathe and insights.
FAIRPASS is a B2B event registration platform chosen by more than 800 organizations, including LG Electronics, Hyundai Motor Company, APEC, UNWTO, COEX, and BEXCO.
It integrates the entire event registration process into one — from online pre-registration to on-site QR check-in, unmanned kiosk, and eco-friendly badge.
If you are preparing for an upcoming international conference, corporate event, or academic conference, contact FAIRPASS now to confirm a customized operation scenario.
👉 Inquire about adoption with FAIRPASS — Receive a customized quote suited to your event scale and schedule.
📬 Contact Us
FAIRPASS is ready to support your next event, whenever you need us.
fairpass@fairpass.world
Changing one badge can simultaneously elevate operational efficiency, environmental responsibility, and brand value.
Ready to streamline your next event?
Get a free consultation — no commitment required.
Get a free quote →