Why does a well-run conference reception matter?
The reception desk is often the first point of direct contact between an attendee and the organization behind the event. Paper lists, checking payments by hand and hunting for names all stretch the process out and create queues.
In CONREGO the reception team works from the same attendee database that was built during registration. They can find a person quickly, check their status, mark attendance and print a badge.
Attendance figures are updated as you go, so you can see how many attendees have actually reached the event.
How does check-in work in CONREGO?
Prepare the attendee list and QR codes before the event
Attendees can receive personal QR codes in an email, on a PDF ticket or on a badge. You can also import a guest list you prepared earlier.
Attendee data is then available at the reception desks before the event even starts, and there is no need to keep separate paper lists.
Set up reception desks or the mobile app
At the reception desk you can use laptops connected to QR code readers. Such stations work especially well when you want to print badges or labels on the spot.
For entry control at rooms, zones and programme points, you can use the CONREGO Check-in app on a smartphone or tablet. It is convenient wherever a staff member has to move around.
Scan the QR code or find the attendee by their details
Staff can scan a QR code shown on a phone or printed on a ticket or badge. When an attendee does not have it with them, their submission can be found using the data held in the system.
The staff member can then mark attendance, check the registration and payment status, correct details or add a new person. If needed, they can also assign the attendee a new QR code.
Track attendance and access as it happens
Every recorded entry or service handed over is saved in the system. You can check the number of attendees present at any moment, along with attendance at selected sessions, in zones and at programme points.
The data collected can later feed attendance reports and an analysis of how much interest each part of the event attracted.
Reception and access control - two different jobs
The reception desk is mainly there to handle an attendee at the entrance to the event. Staff can find their submission, check the registration and payment status, mark attendance and hand over a badge.
Access control happens at specific rooms, zones or points of the programme. It shows whether an attendee is entitled to enter a lecture, a workshop or the VIP area, or to take a lunch, a dinner or another service.
The system can also record entries and exits. If attendees are scanned at every passage, you can monitor how many people are inside a room and analyse attendance at individual sessions.
CONREGO therefore supports both the entrance to the event and the verification of entitlements while it is running.
Printing badges on site during check-in
If you use the Document Personalization module, a badge or a label can be printed automatically once an attendee is marked present, or manually by a member of the reception staff.
This works well for last minute registrations, changes to details and guests added on the day of the event itself. You do not have to print every badge in advance - a new or corrected document can be produced right at the desk.
The CONREGO Check-in mobile app
A smartphone or tablet running the CONREGO Check-in app can be used to scan QR codes, mark attendance and verify attendee entitlements.
The app works well at event entrances, in front of rooms, in special zones and at points where materials or services are handed out. It is especially convenient where a staff member has to move around and using a laptop would be impractical.
It requires an active CONREGO subscription, a device running Android or iOS and access to the internet. The mobile app does not support badge printing.
Reading a QR code itself usually takes about 1-2 seconds. With a well-organized entrance and one person passing every 5-6 seconds, a single station can record around 600 scans an hour. Actual throughput depends on how the space is arranged and how attendees behave.
You can download the CONREGO Check-in app by scanning the QR code with your phone camera, or straight from Google Play and the App Store.
Access control at an event - more than the door to a room
The same mechanism can record the collection of materials, welcome packs, meals or simultaneous interpretation equipment. Once a QR code is scanned, the system checks the attendee's entitlements and can note that a given service has already been used.
Access control can also support collecting contacts for exhibitors, in line with the process the organizer has adopted and the consents attendees have given.
You end up with orderly data on how services were used and which parts of the event drew interest, instead of relying on paper lists or handwritten notes.
Want to speed up attendee check-in at your event?
CONREGO ties the data from online registration to the reception desk, badge printing and access control. Your team works from a current attendee list, and the entrance along with the zones and programme points beyond it runs more smoothly.
Frequently asked questions
The Check-in module lets you scan QR codes, mark attendance manually or automatically, search for attendees and check their status and entitlements.
A staff member can also edit details, assign a new QR code, add an attendee and print a personalized document prepared from a PDF template.
Yes. A member of the reception staff can add a new attendee, fill in their details and mark them present straight away.
The organizer should make sure there is an appropriate basis for processing personal data and give the attendee the required information about how it will be used.
Reading a QR code in the CONREGO Check-in app usually takes about 1-2 seconds. With a well-organized entrance and one person passing every 5-6 seconds, a single station can record around 600 scans an hour.
Actual throughput depends on things like how the space is arranged, how well prepared attendees are and how many situations call for extra assistance.
Yes. The CONREGO Check-in mobile app lets you scan QR codes, mark attendance and verify attendee entitlements.
The app does not support printing, however. If you want to print badges on site, you need a station with a computer and a properly configured printer.
Yes. A QR code can be printed on a sticker and placed on an attendee's wristband.
To keep it readable, we recommend a size of at least 2 × 2 cm. Scanning also depends on the print quality, the contrast and the condition of the surface the code sits on.
Yes. Every smartphone or tablet used during check-in should be logged in to a separate user account.
If you use ten devices, prepare ten accounts. Logging the same user in on several devices may cause active sessions to be logged out.
Yes. CONREGO modules, including the Check-in mobile app, require an active internet connection.
Before the event it is worth checking network coverage in the places where the reception desks and access control points will operate.
Yes. You can run several reception desks and access control points working from the same attendee database. This lets you split the work by attendee category, by alphabetical range or by the different entrances to the venue, for instance.
Every device should be logged in to a separate user account. Using the same account on several devices may cause active sessions to be logged out.
The system informs the staff member that the attendee's passage has already been recorded. Where meals, materials or equipment are being handed out, this reveals an attempt to use the same service twice.
Control points can also be configured to record entries and exits. The staff member then selects the appropriate mode before starting to scan.
Yes. The system can check whether an attendee is entitled to enter a given lecture, a workshop, the VIP area or another part of the event. Entitlements can follow from the options selected during registration.
You can also use access control when handing out meals, conference materials, welcome packs or simultaneous interpretation equipment.
Yes. You can check which attendees turned up, and analyse attendance at individual sessions and at access control points.
Reports are built from the recorded QR code readings and can include the time an attendee passed the reception desk along with entry and exit times. The data can be exported to an XLSX file.
For scanning QR codes and marking attendance alone, a smartphone or tablet with the CONREGO Check-in app is enough.
If you want to print badges or labels on site, you need a station with a computer, a properly configured printer and a document template prepared in CONREGO. You can also connect an external QR code reader, which speeds up serving attendees.
Yes. A staff member can find an attendee, check their registration and payment status and correct the details held in the system.
If needed, they can also add a new person, assign them a QR code or generate a new one, for example when an attendee has lost the badge issued earlier.