How Deep Tech Momentum created a smoother check-in experience for 3,000 attendees with fielddrive

The challenge: premium badges without slowing down check-in

Badge design was an important part of the Deep Tech Momentum event experience.

The team wanted complete control over the badge’s material, design, and overall feel. Standard onsite badge printers could not produce the thicker, premium format they had in mind, so the team needed a solution that could print attendee information separately as a sticker.

“Before fielddrive, we were always looking for onsite registration systems that could just print stickers because for us it was very critical that we wanted to have our own custom design, a custom creative and custom feel as well,” Zhiting Eng said, Director of Events, Deep Tech Momentum.

Deep Tech Momentum had previously managed sticker printing using a more basic printer-based setup. It completed the required task but offered limited reporting, project support, and opportunities to create a branded attendee experience.

For 2026, the team wanted to preserve its custom badge concept while making the overall process faster, cleaner, and easier to manage.

A fielddrive Edge setup built around the event

fielddrive Edge is a compact, mobile check-in kiosk designed for onsite sticker printing.

Its small footprint allowed Deep Tech Momentum to position multiple kiosks directly on its custom-built registration counters. Attendees could scan their QR codes or search for their names using the kiosk interface.

They could also review and update their information before printing, helping correct details such as misspelled names or recently changed job titles.

“It was great. It was very fast. Most people moved through the queues fairly quickly. They were able to search for their names or scan their QR codes, and then it got printed immediately,” Zhiting Eng said.

Once the sticker was printed, a volunteer applied it to the attendee’s pre-produced badge, attached the lanyard, and handed over the completed badge.

This workflow allowed Deep Tech Momentum to combine the speed of onsite printing with the premium badge format it wanted.

A cleaner and more cohesive arrival experience

Deep Tech Momentum created custom registration counters for the event, with fielddrive Edge kiosks placed on top.

The counters also included hooks and organized areas where volunteers could receive the printed stickers, prepare each badge, and pass it to the attendee.

“Our setup this year was just a lot neater. We had a custom counter made, like a small almost podium-looking counter with the Edge kiosk on top. From the attendee point of view, it looked very cohesive,” Zhiting elaborated.

Unlike the previous setup, which primarily consisted of a scanner and printer, attendees now interacted with a custom-branded interface that fitted naturally into the broader registration environment.

“I think it was a very smooth and easy journey for the attendees,” Zhiting emphasized.

The kiosks were also compact enough to be moved between areas such as the main registration counters, VIP check-in, and the help desk as demand changed.

Looking back at the event, Zhiting felt this mobility could be used even more effectively in the future by moving kiosks away from quieter counters and into areas that remained busy throughout the day.

Connecting Vivenu with onsite check-in

Deep Tech Momentum used Vivenu as its registration platform for the event.

fielddrive connected the attendee data from Vivenu with the onsite check-in setup, allowing registration information to be accessed through the Edge kiosks.

When attendees scanned a QR code or searched for their name, the kiosk retrieved their details and prepared the correct sticker for printing. Attendees could then review their information before completing check-in.

The fielddrive team also supported Deep Tech Momentum with important pre-event milestones, including badge artwork, data preparation, testing, and setup planning.

“It was very helpful to have a team to remind us of the timeline while we were really swamped with other things.”

For Deep Tech Momentum’s relatively small internal team, this additional layer of project management helped keep preparations moving while they handled the many other elements involved in delivering the event.

Reliable onsite performance and support

The fielddrive team arrived before the event to prepare and test the kiosks once the custom counters and event network were ready.

“The Edge kiosk took very little time to set up. It was very easy to set up each kiosk,” Zhiting recalled.

Once registration opened, the kiosks performed reliably, with no network interruptions affecting the badge-printing experience.

“There were no Wi-Fi or network connectivity issues. There were two of your great team members onsite to help us with any hiccups. So live badging went really smoothly.”

Having fielddrive team members onsite also meant that questions could be handled quickly without placing additional pressure on Deep Tech Momentum’s internal team or volunteers.

Using event data beyond check-in

Deep Tech Momentum also used fielddrive’s attendee tracking tools, reports, and dashboards to understand attendance across the two-day event.

Check-in data from the Edge kiosks provided visibility into first-day attendance and arrival times. On the second day, volunteers used handheld Zebra scanners to record returning attendees and keep track of attendance numbers.

After the event, the team used fielddrive’s reports to compare attendance across both days and review metrics such as total check-ins and unique attendees.

“We used the reports to comb through attendees, like how many people attended on day one versus day two, unique attendees and all that,” Zhiting said.

Deep Tech Momentum also used fielddrive Leads to help exhibitors capture and manage conversations onsite. Exhibitors could scan attendee badges using their phones, collect lead details, add custom qualification questions, and review their leads through the platform.

At the same time, fielddrive’s live dashboards gave the event team a real-time pulse of the event, helping them monitor attendance and onsite activity as it unfolded.

Together, the lead retrieval tools, dashboards, and post-event reports gave Deep Tech Momentum a clearer view of attendee and exhibitor engagement. The team also saw plenty of potential to use these capabilities even more extensively at the next edition.

“The tools are very robust and we feel like we’ve barely begun to use them to their full potential so that’s something we’re looking forward to in the upcoming editions.” Zhiting said.

The results

The collaboration with fielddrive helped Deep Tech Momentum combine its premium badge concept with a faster and more organized onsite experience.

Key outcomes included:

• Fast check-in through QR code scanning and name lookup
• Immediate sticker printing for approximately 3,000 attendees
• The ability to review and update details before printing
• A custom-branded and cohesive registration area
• Flexible kiosks that could be moved between check-in areas
• Reliable onsite performance without connectivity issues
• Day-one and day-two attendance tracking
• Reports covering attendance and unique attendee numbers
• Access to dashboards and lead retrieval tools
• Dedicated project management and onsite support

Most importantly, fielddrive adapted the setup around Deep Tech Momentum’s specific badge requirements rather than asking the team to change the event experience it wanted to create.

Looking ahead to Deep Tech Momentum 2027

Deep Tech Momentum 2026 showed how the compact fielddrive Edge kiosk could be adapted to support a much larger event when combined with the right registration layout, volunteer workflow, and onsite support.

The first collaboration also helped both teams identify ways to build on the setup, from deploying more kiosks in high-traffic areas to expanding attendee tracking and making greater use of the available dashboards.

“We managed to pull it off together with a lot of reassurance from your team because it was the first time working together. I was very pleased with the entire experience of how it went and looking forward to collaborating again next year,” Zhiting Concluded.