Event Overview

The Society for Canadian Women in Science and Technology (SCWIST) National STEM Expo is more than just an event, it’s a national showcase of what’s next in science, technology, engineering, and math.

Hosted at the University of Toronto Scarborough, the Canada-Wide Youth STEM Expo brings together students, educators, industry leaders, and organizations from across the country to explore hands-on innovation, career pathways, and the future of STEM. With 400+ attendees, the energy on-site is high, fast-moving, and full of discovery.

To match that energy, SCWIST needed an on-site experience that could keep everything flowing smoothly from the moment doors opened.

The Challenge: A Fast-Paced, High-Volume Check-In Environment

With hundreds of attendees arriving throughout the day, including pre-registered guests, walk-ins, and last-minute additions, SCWIST needed a check-in process that could:

• Keep lines moving efficiently during peak arrival times
• Handle real-time registrations without delays
• Produce high-quality printed badges instantly
• Deliver a consistent, welcoming experience for every attendee

In a dynamic environment like a national STEM expo, even small delays at check-in can quickly impact the attendee experience.

The Solution: Fast, Flexible On-Site Check-In with PheedLoop

With PheedLoop’s on-site check-in and badge printing system, SCWIST was able to deliver a seamless arrival experience from start to finish.

The team used PheedLoop to:

• Check in pre-registered attendees quickly and efficiently
• Register new and last-minute attendees on the spot
• Instantly print professional, polished badges within seconds
• Manage attendee data in real time across devices

Everything worked together in one connected system, helping staff stay focused on the attendee experience rather than manual processes or workarounds.

The Impact: A Smooth First Impression at Scale

From the moment attendees arrived, the check-in experience was fast, organized, and stress-free.

Even during peak arrival periods, lines moved quickly and attendees received their badges within seconds. The ability to handle unexpected changes on-site ensured that no one was left waiting or delayed.

For the SCWIST team, this meant:

• A smooth and efficient check-in flow throughout the day
• Confidence handling real-time attendee changes
• A polished and professional first impression for every guest
• More time to focus on delivering a high-impact event experience

What Attendees Experienced

The flexibility and speed of the system stood out to attendees, especially those joining at the last minute.

“We had some last-minute volunteers, so it was really great. When I went to register, our names weren’t in the system yet, but they still managed to print our badges in about 2 seconds, and I ended up with a really nice badge with my name on it.”
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— Heather Hills, Captain at Porter Airlines

Why It Worked

The success of SCWIST’s on-site experience came down to having a system designed for real-world event conditions.

PheedLoop’s on-site solution delivers:

• Speed – rapid check-in and instant badge printing
• Flexibility – seamless handling of walk-ins and live registrations
• Reliability – consistent performance under high attendee volume
• Professional presentation – clean, high-quality badges printed on demand

Together, these capabilities ensured that even a fast-paced, high-volume STEM expo could run smoothly from the first attendee to the last.

Powering What’s Next in Events

Events like the SCWIST National STEM Expo represent the future of innovation, and the on-site experience should reflect that same level of excellence.

With PheedLoop, organizers can deliver seamless check-in, real-time adaptability, and professional badge printing at any scale.

Bring Seamless On-Site Experiences to Your Event

Whether you’re managing 100 or 10,000 attendees, PheedLoop helps you create a fast, flexible, and stress-free on-site experience from the moment doors open.

Ready to elevate your next event? Get started with PheedLoop today.