The pandemic has made the event and experiential industry pause on live events. But it does not stop event planners to find a way to carry on.
Thanks to technology, a safer event is possible using various tech tools for contactless event registration.
There was a dip in activities in the events and experiential industry since the first quarter of 2020.
This causes a downfall in activities bringing on-ground events to a complete halt which resulted in repercussions across various aspects within the industry.
However, with the huge strides in vaccination efforts, the event industry is looking forward to getting back on the ground.
Table of Contents
- Why do you need to use tech tools for contactless event registration?
- How to choose the best tech tools for contactless event registration
- Event management and registration tools for contactless events
- QR code technology for contactless registration
- Payment processing tools
- Ticket scanners
- AI-driven check- in platforms: Face recognition software
- Assigned seating tool
- Bonus tools: EventBots
- QR code technology: Use QRTiger for contactless event registration
- Contactless event registration: Decrease the risk to increase confidence
- Frequently asked questions
Why do you need to use tech tools for contactless event registration?
A recent PULSE survey found that 81% of meeting planners will hold their next in-person event sometime in 2021, with 59% of those events will take place in the second half of the year.
It appears in-person meetings and events are on the precipice of a full recovery.
As the event industry returns to normalcy, ensuring safety and convenience is still important.
This starts in event registration where most interactions happened. But event planners can reduce these physical interactions by incorporating technology in the event planning process.
These tech tools for contactless event registration will help event organizers in having hassle-free event planning.
Moreover, it ensures that you’re following social distancing and controlling the number of people in the registration area.
But before choosing which tools to use, it pays to know more about the factors to consider which tool is fit for your needs.
How to choose the best tech tools for contactless event registration
Here are some key features to look for when you research tech tools for contactless event registration for your next event.
Generally, these tools should ensure that there are fewer touchpoints and interactions are kept to a minimum. Also, registration tasks and the entire event planning process are done primarily online.
1. User-friendly and easy to navigate interface
2. Professional yet easy-to-create online registration forms for guests
3. Has a shopping cart feature for ticket purchases
4. Provides assigned seating feature
5. Online payment processing integrations
6. Integrates QR codes on tickets for online check-ins
Key takeaway: When deciding whether a certain tech tool for contactless event registration is right for you, consider the features it offers and how well it integrates with your events.
Now that you know the important things to consider before choosing the right technology, here’s a list of top technologies for creating a contactless event registration.
Event management and registration tools for contactless events/ contactless event check-in
First up are the tools for event management and registration.
Various tools in the market help you facilitate online registration, ticketing solutions, and check-ins.
The tool should go beyond simple transactions and should help you manage your event end to end.
Moreover, it should also incorporate QR codes on tickets for online check-ins to ensure a seamless event process.
It should also provide you with valuable data and reporting that you can use to make strategic decisions.
Here are the tools we recommend:
Eventbrite is a reliable sidekick for any event planners.
It helps you track ticket sales on your phone in real-time, facilitate mobile event check-in, and stay up to date with live attendance tracking.
It also provides email confirmations and reminders to your guests.
Bevy enables you to host community events, either in person or virtually.
It is an all-in-one platform that helps you plan, promote, and execute all types of events.
Here, you can streamline the registration process, payment processing, mobile check-in, and on-site tickets and registration.
Planners can use RegOnline to handle registration processes ranging from simple to complex, including session sign-ups and inputting lodging and travel details.
RegOnline also provides professional-looking marketing materials for websites, online registration forms, and email templates.
It also has custom reporting tools in a single cloud-based system.
Regpack allows you to customize registration forms and create unlimited attendee types. You can check-in guests with a mobile device or let them do a self-check-in.
It also offers a group check-in solution for large groups.
Member Solutions has an event registration feature that makes it easy to create signup forms, liability waivers, and other attendee paperwork using a library of templates.
All forms are white-labeled and can easily be branded with your company logo.
GoGuide is a comprehensive new tech solution in the market.
It facilitates virtual queuing, social distancing, and contact tracing at venues of all types.
GoGuide uses Bluetooth tech and RFID tags to keep guests safe in a variety of ways.
Moreover, it sends out designated arrival times and entry locations to prevent crowds.
Likewise, it has a vision recognition tech to identify patrons who are not wearing masks properly. They will receive a notification or reminder.
Next is the emerging QR code technology for more touchless events.
QR code technology for contactless registration at events
To make check-ins and event registration fast and convenient, organizers can use QR codes.
One of the credible and reliable QR code generators online you can use is QRTiger. And with its easy-to-navigate interface, starting users can easily create and modify their QR codes without any hassle.
It offers various QR code solutions you can use for faster registration and check-in process.
You can generate a QR code number in bulk or create a registration form and convert it to a URL QR code.
This QR code generator also offers the creation of dynamic QR codes for businesses to be able to track and update their QR code even after the QR code is downloaded and deployed.
Now, we’re down to payment processing.
Payment processing tools
As the registration process is already done online, make sure to collect cashless payments via these digital payment solutions.
Event managers can use Paypal to sell event tickets. Buyers won’t have to set up a Paypal account, they only need to use a credit card to make ticket purchases. Just find more information on Paypal website on how to integrate it into your current event management software.
For your community events and small gatherings, you can use Venmo, a mobile payment service for easy payment processing. It allows users to share and like payments and purchases through a social feed.
Square is a credit card processor intended for small event organizers. Using Square, you can collect payments from your attendees by reading credit cards using a smart device or by manually entering in credit card information (in-person or over the phone).
During your event proper, of course, you’ll need ticket scanners. There are mobile scanning devices available and even hand-held scanners as well as apps you can use.
Tip from event planners: Make sure to look for a scanning app that can support large groups if you are into hosting large events.
We recommend these scanning apps:
You can use the codeREADr app to scan the codes on the tickets using smartphones or tablet’s built-in cameras.
Should there be unstable internet, you can use the on-device (offline) database option with Auto Sync in the background.
Ticketsource offers various options to speed up entry and lessen wait times. One key feature is that all ticket formats include scannable QR codes for automated validation and secure admission.
The Ticketsource app can scan the code on guests’ tickets, in whatever format they have chosen.
The app checks the ticket reference in real-time, so you’ll need a Wi-Fi or 3G connection at the venue to use it.
The Eventix Ticket scanner app is useful for small to medium events. You can turn your smartphone device into a scanner using this app.
It scans over 1000 tickets per scanner per hour and uses visitor lists to look up and manually, check-in visitors. You can also gain insights into your check-in counts.
AI-driven check-in platforms: Face recognition software
One of the major pain points for event attendees is a slow check-in process. Bottle-necks are often caused by other delegates arriving with their hands full and not being able to bring their electronic or printed tickets.
But you can streamline your check-in process using facial recognition software.
Using facial recognition software, allows pre-registered visitors to walk up to a terminal with their smartphone, tablet, or laptop, smile at a camera, and be instantly identified, without them even having to put their bags down.
If you’re planning to incorporate this technology during your event, here are recommended software you can use:
14. Lambda Labs API
Lambda Labs API provides features such as face recognition, detection, eye position, plus nose and mouth position. It also has a gender classification feature.
Provides coordinates for all faces detected and associated facial features such as eyes, nose, mouth, skin tone, and hair color. This API also returns several biometric features still in development to include gender, race, and age estimation.
Expo Logic can detect the faces of attendees when they approach a check-in kiosk or counter station. Then the badge will be printed automatically.
Some of its key features include online registration image capture, on-site scanning, integrated badge printing, live reporting, and email notifications for attendees.
The API endpoints of Kairos Face recognition include identifying gender, age,
emotional depth, facial recognition in both photo and video, and more.
Luxand.cloud Face recognition detects and compares human faces. Identify previously tagged people in images. Recognize age, gender, and emotion in the photo.
Some key features include searching for people in a specific photo, verification, looking for a specific person in the collection of photos, and so on.
Assigned seating tool
Seating plans are important for a more organized event. It also makes your guests relaxed because they know where they’ll be sitting and with whom.
That being said, you don’t have to do it the old-fashioned way. Now, you can use tech tools like seating chart generators making it easy to simplify event seating.
Here are some of the top seating plan tools:
19. Planning Pod
Planning Pod allows you to create detailed event seating plans in minutes with its intuitive, drag-and-drop interface.
Aventri is another tool that helps you create a layout and allows your attendees to select their seats.
It also automates reporting so you can get live insight into the total number of seats available, attendee totals, and drill-down on seat categories.
Allseated has various seating plan software tools needed for event planning. Using the tools, you can efficiently manage the table seating and floorplan details with virtual and collaborative benefits.
Bonus tools: EventBots
As part of the event registration process, some event attendees would ask for basic information such as the wifi password, the registration desk, or what session should check out next.
To give your attendees quick answers to common event questions, you can use EventBots. It will help you cut crowds in your information booths as every piece of information is accessible via the app.
22. The Bot Platform
The Bot Platform automates communication with event staff and event attendees. It also easily supply details on travel, accommodation, and other logistical information.
Eventbase provides event planners a quicker way to offer personalized concierge service at big events. It automates communication with staff and attendees such as providing FAQs and other important information.
QR code technology: Use QRTiger for contactless event registration
As listed above, QRTiger is one of the trusted QR code generators online by event planners and organizers. These are the following QR code solutions you can use for your touchless event registration.
QR code number in bulk
One solution is that you can generate a unique QR code for your attendees.
Before the event is proper, you can send QR codes to your guests via email. This QR code will contain a unique number QR code that will be scanned at the arrival or the entrance.
The QR code can be scanned by event staff at a safe distance. This way, you can easily track who has arrived and help prevent ticket fraud.
For this, you can generate a QR code number in bulk to generate your individual and unique QR code.
Additional tip from event planners: Make sure to look for digital platforms that provide custom ticket types and can easily integrate QR codes into the existing system.
Using the QR code solution in QRTiger will make admittance fast as guests have already digital tickets.
Since this is a dynamic QR code, you can easily track data such as when people arrived, the types of purchased tickets, and so on. You can use this data for future events.
Create a registration template form and convert it to a URL QR code for events with contactless registration
The second solution for QR code-enabled event registration is to have a URL QR code of your registration form.
When scanned by your attendees, they will be redirected immediately to the online registration form and can fill out the form using their smartphones.
To create this URL QR code, here are the steps:
First, you need to create a registration template form. You can use Google Forms, Microsoft forms, or other registration tools where you can create your template.
After entering the data you want to collect from your attendees, copy the URL of your form and paste it into the QR Code Generator online.
Go to www.qrcode-tiger.com and paste the URL in the menu. Choose “dynamic” and generate your QR code. Then you can customize it, run a scan test, and distribute your QR code.
A real-life example of contactless registration at events
Singapore Management University event uses QR code for contactless event check-in
The Singapore Management University held an event and used e-tickets with unique QR codes to expedite check-in process of attendees by simply scanning the QR codes with iPads onsite.
The event planners can also track real-time attendance using an app integrated with the system. The attendees can have their tickets on the go as they only need to store the e-ticket on their smartphones.
Businesses and establishments in Australia use QR codes for digital check-in
Establishments in Sydney, Queensland, Victoria, and other cities in Australia are using QR code technology as means for contactless check-in.
Although the technology is intended for contact tracing purposes, the phenomenon still illustrates how QR code plays an important role in the digital check-in process.
Contactless event registration: Decrease the risk to increase confidence
Planning an event may seem a little daunting at first; given the drastic changes the event industry has experienced.
However, you can still make your events safe and memorable using the tools for contactless event registration.
If you want to integrate QR codes as your tool for contactless event registration, contact us today!
What is contactless event registration?
Contactless event registration is part of the event process that lessens pain points in registration and check-in. Aided by technology, event registration is now contactless, safe, and convenient.
What is contactless technology for events?
Some of the technology intended for contactless events are an event management and registration tools, QR code technology, digital payment tools, ticket scanners, and face recognition software.