The Bar Council (UK), a professional body representing barristers in England and Wales, hosted a one-day student engagement event focused on career development. A central feature of the event was a CV workshop, where students participated in one-on-one consultations with practicing barristers. With more than 800 students attending and only a limited number of 15-minute consultation slots available, the event faced significant demand pressures. The goal was to create a structured, efficient system that could manage attendee flow, reduce wait times, and ensure a consistent and professional experience for students, staff, and participating barristers.
Prior to implementing a digital solution, the workshop environment lacked a structured approach to managing service flow. Students formed an informal line near the consultation area, creating visible congestion and making it difficult for staff to control the flow of attendees. Wait times were unpredictable, and students had no clear visibility into when they would be seen, leading to frustration and repeated inquiries to staff.
The absence of real-time communication created inefficiencies, as students often hovered near the service area to avoid missing their turn. This contributed to crowding and disrupted the overall event environment.
As demand fluctuated throughout the day, the lack of a coordinated system limited throughput, reducing the total number of students who could be accommodated. The experience varied significantly depending on timing and queue conditions, resulting in inconsistencies for attendees.
ACF Technologies implemented the Q-Flow Virtual Queuing Solution designed to support high-demand, event-based service delivery. The digital queue management solution allowed students to join remotely using their mobile devices, eliminating the need for physical lines.
Upon arrival, students scanned a QR code that directed them to a mobile-friendly interface where they could enter basic details and join the queue. Once registered, each student received access to a personalized queue status webpage, PIP, Personal Info Page, that displayed their current position, estimated progress, and real-time updates.
Automated SMS notifications were also integrated into the workflow, providing timely communication at key stages. Students received confirmation upon joining the queue, updates as they progressed, and a notification when it was their turn to proceed to the service area. This allowed attendees to move freely throughout the venue instead of waiting in a fixed location.
Behind the scenes, Q-Flow structured the service process by coordinating student flow with barrister availability. When a student was called forward, staff at the welcome desk directed them to the next available barrister, ensuring balanced utilization across all consultation points. This created a continuous and predictable rotation, enabling all twenty barristers to operate at optimal capacity throughout the event.
The introduction of a virtual queuing system transformed the workshop from a reactive, manually managed process into a structured and predictable service environment. Students were able to engage with the event more freely, without the burden of waiting in line, while staff gained the tools needed to coordinate demand effectively.
This approach established a more consistent and professional experience across all touchpoints, ensuring that each interaction followed a clear and efficient path. By improving visibility, communication, and flow management, the Bar Council created a scalable model for future events, demonstrating how digital queue management can enhance both service delivery and overall event operations.
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