Streamlining the ESMA-APAC Annual Meeting with an Innovative Event Management Solution
About the Client
Emirates Authority for Standardization and Metrology (ESMA) is a UAE government body responsible for national standards and quality systems. For the prestigious APAC Annual Meeting—which brought together international delegates from across Asia and the Pacific—ESMA needed a secure, efficient, and scalable digital platform to manage event operations and streamline guest experiences. The goal was to reflect professionalism and precision in every touchpoint—from attendee registration to real-time check-ins—while meeting government-grade compliance and data privacy standards.
Project Goals & Objectives
- Build an integrated digital solution for event registration and guest management
- Enable multilingual attendee interfaces (Arabic/English)
- Support QR-based ticketing with custom badge printing
- Provide real-time dashboards for attendee tracking and session-level access control
- Ensure a secure, GDPR-compliant backend with role-based permissions
- Enable session scheduling, document uploads, and push notifications
Challenges Faced
- High-profile international audience required robust data protection and system reliability
- Coordination with multiple teams and approval layers within a government body
- Needed precise control over which sessions each attendee could access
- Offline access support was mandatory for on-site operations
- Branding and UI had to reflect ESMA’s governmental identity
Our Solution
Royex Technologies designed a comprehensive event management platform tailored to the unique needs of ESMA’s APAC Annual Meeting. The system allowed seamless digital registration, ticket generation, and badge printing, along with real-time tracking of participants throughout the multi-day event.
We implemented a multilingual backend and frontend, with advanced role-based access control for session-level restrictions. The admin panel provided real-time dashboards, session analytics, and the ability to upload materials for each event track. Our support team also assisted with on-site setup and training to ensure smooth operations.
Technology Stack Used
- Frontend: React.js
- Backend: ASP.NET Core
- Database: Microsoft SQL Server
- Mobile Scanning App: Flutter
- Badge Printing: Zebra Printer Integration
- Hosting: Microsoft Azure (UAE Region)
- Security: SSL, Role-Based Access, GDPR Compliance
- Email Notifications: SendGrid
- Analytics: Custom Reports via Power BI
Platform Gallery
Key Features Delivered
🔹 Attendee Management
- Online registration with confirmation email
- QR-code-based ticketing
- Personalized badge printing on-site
- Guest status updates (checked-in, pending, VIP)
🔹 Admin Features
- Real-time dashboards with event heat maps
- Session-level access control
- Document and agenda upload per session
- Instant CSV export of attendee data
🔹 Security & Compliance
- Government-grade data privacy measures
- User authentication & audit logs
- Multilingual system with RTL support
Results & Impact
- Over 1,200 international delegates managed seamlessly
- 100% system uptime with real-time attendance monitoring
- Positive feedback from ESMA and participating organizations
- Reusable infrastructure now available for future ESMA-hosted events
- Significantly reduced manual processing and check-in time