Streamlining registration and badge printing at any scale.

The Challenge

The Pittsburgh Robotics Network (PRN) hosts frequent, high-impact events that are essential for building connections across the robotics and AI ecosystem. However, its attendee management process was slowing operations and limiting growth: 
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- Manual workflows: Check-in was slow, error-prone, and did not reflect the professionalism of PRN’s events.
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- Cost barriers: Commercial solutions were too expensive for a non-profit organization.
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- Lack of integration: No existing platform connected directly with PRN’s membership system or displayed membership levels on badges. 
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PRN needed a cost-effective, scalable, and professional solution to automate attendee management, accelerate on-site check-in, and deliver a seamless experience for both participants and staff.

Square grid rotated about 45 degrees forming a diamond shape with transparent background.

The Solution

PRN partnered with Streaver to design a custom badge system that transformed on-site registration into a fast, seamless experience. 
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Attendees now scan a QR code, confirm their details, and print their badge within seconds, eliminating long lines and reducing staff effort.

The system syncs automatically with Eventbrite, generating branded badges with unique QR codes that enhance networking and provide accurate attendance tracking across all PRN events.

User Flow

Scan QR while in line

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Confirm identity and details

Enter printer code

Print badge instantly

Key features implemented:

Autonomous check-in

Attendees can check themselves in using their full name and the last 4 digits of their phone, eliminating the need for manual assistance.

Automatic badge generation

The system generates professional badges with unique QR codes, membership information, and custom design that reflects PRN's visual identity.

Enhanced networking

QR codes on each badge allow attendees to scan and save contacts from other participants, facilitating networking and expanding the robotics and AI hub.

Eventbrite integration

Automatic synchronization of event and attendee data from Eventbrite, keeping information updated in real-time.

Distributed printing system

Dedicated printing server that handles multiple thermal roll printers (x1040) distributed across different event locations.

Staff management

Specialized tools for PRN's team that allow manual attendee registration, list management, and detailed report generation.

Technical Challenges

1. Distributed Printing and Network Reliability

Key information wasn’t limited to MemberClicks, it was spread across various internal tools. To address this, we designed a unified, flexible data model that consolidated all data into a single, coherent platform.

2. External event system integration

Integrating Eventbrite required indirect handling through data syncs and smart redirects. We ensured a seamless experience for users while maintaining full compatibility with Eventbrite’s constraints.

3. Role-based access control

Permissions and views needed careful structuring so members and admins only saw what was relevant. The access system we implemented provided clarity, security, and a tailored experience for each user group.

Pittsburgh Robotics Network Robotic Event

Results

The new platform has transformed PRN’s operations. Benefits are now transparent, centralized, and easy to track. Marketing makes better decisions, and members have a clear view of benefits and event access.
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Key impacts:
- Major reduction in errors and manual work
- Higher member engagement and satisfaction
- Clearer sponsorship and benefit workflows
- Scalable foundation for future growth
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PRN now has a strategic tool that drives efficiency, clarity, and growth.

Performance Metrics

Development Timeline
Delivered MVP in 8 weeks, meeting deadlines despite evolving requirements.

User Engagement
‍Recognized for its speed, reliability, and effortless experience that elevated every event.

Operational Impact
‍Reduced average check-in time by 80% and saved over 30 staff hours per event through automated workflows and distributed printing.

Client Reviews

Josh Lucas

Director of Programs, Pittsburgh Robotics Network

Streaver's efforts have received positive feedback from the client. The team is eager to solve issues, takes ownership of tasks and problems, provides timely deliverables, and aligns with the client's expectations. Streaver's automated and proactive task assignment is a hallmark of their work.