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event university: On-site support


To bring the visitors immediately in the right mood a smooth and professional reception is essential. By showing the confirmation e-mail you can easily validate the visitors: May they enter, did they pay? Are they in need of a special treatment (for example speaker). People who didn’t register beforehand can be added on-site. During the reception you have a permanent overview on who already entered, how many visitors are still expected,… After the event you’ll have a clear report on which visitors where present which weren’t, when they did arrive,… Click on the questions below for more information.

 

Through the registration website the visitors have registered and got a confirmation email. Either the visitors are validated at the reception by typing in the first letters of their name, company,.. or either a barcode is in the confirmation email and you can easily validate visitors by scanning. There is no need for an extra desk because people who forgot their confirmation email can go with the normal flow. When validated you can see immediately all relevant information on the visitor.

  • What is his/her function?
  • Has there been paid?
  • Is the ticket used before to enter?
  • What color lanyard should be given?
  • Who is the responsible account manager?

In the system there is registered that this person has entered. If live badging is used, a personalized badge will be printed immediately, this way they don’t have to look for the badge anymore. If there is chosen for pre-printed badges, the hostess can be helped by the system to find the badge (which plateau and which column). This way the process is simplified and accelerated.

Starting the reception on time and avoid the chance on interruptions is essential for a professional reception. There cannot be a single point of failure. The different PC and tablets can work completely standalone if the network fails, in the normal modus they will synchronize automatically so that a total overview can be given of the attendees.

This way you’ll have a permanent overview on how many people have entered, if person x is already present and who still has to come. There are also graphics that for example say how many visitors entered the last quarter. This way there can be decided if and how long to postpone an important presentation.

A good evaluation of an event is based on statistics, from which important information can be derived for event managers. This information must be quickly available so that the event can be evaluated.

Some importants questions where an answers is necessary for a good evaluation of the event:

  • Who did subscribe and who didn’t show up? (no-show)
  • Who were our visitors?
  • Who was registered on-site?
  • Who took which workshop?
  • Who went to my presentation?
  • Who came to my exhibition booth?
  • Who were the late arrivals?
  • How long did the visitors stay at the event on average?
  • Over what time period did they visitors arrive?

The first major division is the use of PCs, tablets or rudgedised devices with built-in scanner.

  • Pc’s are usually used in combination with live badging because they offer more possibilities. They are used in more complex situations, or the reception of more than 500 people.
  • Tablets are the perfect substitute of the paper guestlist. You can download the app on your own device which reduces the cost or you can rent the whole solution. They are more meant for the events smaller than 500 persons but technically it can support big event of thousands visitors.
  • ‘Rudgedised’ devices with built-in scanner are mostly used in places where it isn’t possible to place desks (places such as festivals, parking places, open-air)

Scanners can be added to both PC’s and tablets in order to speed up validation.

A second division can be made if there are badges needed. They can be printed beforehand or on-site.

On some public events a lot of visitors come on-site without registering beforehand. To speed up the reception you can read the details on the eID so that you have the correct spelling.

  • Reduce the time needed to process the data of the visitors
  • Reduce the number of typos
  • Ask a part of information through the eID and ask extra information via the screen
  • Export the collected data at the end of the event for a further follow-up
  • Print badges with the photo on the eID for a better control
  • Validate access based on authorized age or postcode
  • Ideal tool for secured sites
  • An permanent overview on the number of attendees
  • You can answer to the question if someone is already present
  • The visitor has a professional and pleasant impression from the beginning
  • After the event you’ll have clear statistics: Who was present, Who wasn’t present, Who is registered on-site
  • Saving on manual labor