Cvent registration and
CME accreditation
for a pharma HCP congress

From a virtual session to a hybrid HCP congress

The congress did not start as a large event. Its first edition ran fully virtually, with around fifty healthcare professionals joining a remote stream. The format worked as a starting point, but the ambition was always to grow in reach, quality and on-site experience.

Over several years, the event moved from virtual to in-person and eventually into a hybrid format. Healthcare professionals who cannot travel can still follow the congress digitally. Those on-site experience the event as a full congress with registration, check-in, session access and accreditation handled through one operating model.

Today the on-site congress has grown to more than eight hundred attendees. The virtual and on-site formats run in parallel while the Cvent registration and CME accreditation infrastructure supports both without creating separate processes.

Why the client needed a Cvent specialist

Cvent is a powerful platform, but it becomes complex when an event team only uses it for one or two major congresses per year. A professional HCP congress requires much more than a basic registration form. Parallel sessions need clear capacity rules. Attendee communications need to be personalised. Reports need to be accurate. Registrants need support during the registration period. CME accreditation needs to work without manual gaps.

Each part is manageable on its own. Together, under time pressure, they become a real operational risk.

The client brought VI in to own the technical registration layer from start to finish. This also included the badge printing hardware for the on-site congress. By placing the Cvent setup, CME workflow, QR check-in and badge printing with one provider, the client reduced coordination effort and avoided gaps between systems.

One setup from Cvent registration to CME certificate

The registration process runs through Cvent, which is approved and licensed within the client's organisation. VI handles the complete event build, including the session structure, capacity management for parallel tracks, personalised email sequences and attendee support during the registration phase.

CME accreditation is integrated directly into the same registration flow. Each participant enters their EFN number during registration together with the standard attendee data. There is no separate accreditation form and no second system for the participant to complete.

At the venue, check-in works by QR code. When the badge is scanned, the system records attendance and the exact check-in time. This timestamped attendance data is used for CME point calculation and for the formal submission to the relevant Landesärztekammer. After the event, certificates are sent by email. The data chain from registration to check-in, CME reporting and certificate dispatch stays connected without manual reconciliation.

Full-colour badge printing on arrival

VI prints the badges in full colour on the day of the event. Nothing is pre-printed in advance. Every badge is produced at check-in, which means the badge data is always current. Last-minute changes, late registrations and no-shows can be handled directly at the desk. The setup also reduces waste because only badges for actual attendees are printed.

For the client, this makes the on-site process more flexible. For attendees, it creates a professional arrival experience with a badge that is accurate, clean and ready within seconds.

Fast check-in and accurate accreditation every year

Healthcare professionals arrive at congresses with a full schedule and little tolerance for administrative friction. The check-in process needs to be fast, especially during the short peak window before a main session begins. Even at peak arrival times, attendees wait only a few minutes. This is not only a hardware question. It is the result of a clean Cvent registration setup before the event begins, so every QR scan resolves correctly without manual intervention.

The CME accreditation workflow has produced no certificate errors across the years VI has managed it. EFN capture is part of registration. Attendance is recorded by QR scan. The submission to the Landesärztekammer is based on complete and verified data. This gives the client confidence that the congress can grow without the accreditation process becoming fragile.

The result for the event team

The main benefit is control without extra complexity. The client has one team responsible for the Cvent setup, registration data, QR check-in, badge printing, CME accreditation and certificate dispatch. Instead of coordinating separate processes for registration, on-site hardware and accreditation, the client works with one partner who understands the event and the platform.

Because VI manages the congress across multiple editions, the setup improves each year. The same team returns with knowledge of the event, the client's internal requirements and the practical details that matter on-site. That continuity is especially valuable for an HCP congress where registration, accreditation and the attendee experience need to work together without friction.