How to choose the right scanning solutions for your event

In today's events landscape, scanning solutions are more than just a logistical tool, they are a cornerstone of successful event management. From tracking attendance and managing session access to capturing exhibitor leads, the range of available technologies offers powerful options for organisers. However, not all solutions are one-size-fits-all. To maximise their impact, it's essential to understand your event's objectives, audience dynamics, and logistical challenges. Whether you're planning a multi-session conference, a bustling exhibition, or an intimate corporate meeting, aligning your scanning tools with your unique event and audience needs is the key to efficiency, attendee satisfaction, and actionable insights.

Selecting the ideal scanning solution is essential to ensure your event runs smoothly and achieves its goals. The right choice depends on several factors, including the type of event, its scale, and specific operational needs. Below are some key considerations to help you decide:

• Event Type: Conferences, exhibitions, and meetings have different requirements. For instance, exhibitions may need exhibitor lead capture, while conferences might prioritise session tracking for CPD accreditation.
• Number of Attendees: For large-scale events, robust systems like web-based or mobile scanning can manage high volumes efficiently with scalable systems. Smaller events may benefit from handheld or standalone solutions.
• Standalone or Multi-Session: If your event involves multiple sessions, session scanning ensures accurate attendance tracking and entitlement verification.
• Connectivity Needs: Consider the venue's infrastructure. Handheld scanners work well in low-connectivity environments, whereas web-based systems thrive with stable Wi-Fi.
• Budget and Resources: Match your budget with solutions that offer scalable options, from basic attendance tracking to full-featured exhibitor lead management, that align with your event goals.

By carefully assessing these factors, you can select a scanning solution that not only meets your operational needs but also enhances attendee satisfaction and event outcomes.

For Conference Organisers: Simplify and Optimise

Conferences often involve numerous sessions, a mix of attendee types, and stringent reporting requirements. RefTech provides tools to tackle these challenges:

Session Scanning

Benefit: Tracks attendance at individual sessions, ensuring accurate post event reporting and live numbers on site.

Why It Works: By enabling organisers to verify who attended specific sessions, this solution simplifies accreditation processes and provides insights into which topics resonate most with attendees.

CPD

Benefit: When you need to provide certificates for Continual Professional Development (CPD) credits, you'll find the specific feature for this in the EventReference software.

Why It Works: These reports can be generated on the number of attendees in each session, a list of those who attended each session, or the sessions visited by each attendee. Meaning their CPD certifications can be verified and confirmed instantly.

Verification Scanning for Access Control

Benefit: Controls access to restricted areas or paid sessions, ensuring only eligible participants gain entry.

Why It Works: Helps manage session capacity and provides real-time eligibility verification with a simple red/green indicator, enhancing both security and attendee experience.

Verification Scanning for Revenue Protection

Benefit: Controls access to purchased items such as; Dinners, delegate bags, lunch meetings etc.… Meaning that only those allowed will be granted access or given the paid goods.

Why It Works: Helps to provide eligibility verification with a simple red/green indicator, ensuring the security of your company's revenue.

RefTech Recommends: ScanPods, WebScanning, CPD, Verification Scanning

For Exhibition Organisers: Maximise ROI and Streamline Entry

Exhibitions demand efficient crowd management and tools to support exhibitor success. RefTech delivers with:

Attendance Scanning

Benefit: Tracks when attendees enter, offering clear insights into peak hours and attendee flow.

Why It Works: This data helps organisers refine event schedules and provide exhibitors with evidence of audience engagement.

Session Scanning

Benefit: Tracks which attendees have registered for sessions and the times in which they have entered.

Why It Works: This helps organisers judge the popularity of sessions and the number of people attending them, which is useful for future planning and marketing.

Exhibitor Lead Management

Benefit: Enables exhibitors to scan visitor badges to capture contact details effortlessly.

Why It Works: Boosts exhibitor ROI by streamlining the lead collection process, ensuring no potential customer is missed.

WebScanning

Benefit: Combines entry scanning and badge printing in one solution.

Why It Works: Facilitates quick entry while ensuring all attendees have the correct credentials, reducing wait times and enhancing first impressions.

RefTech Recommends: ScanPods, Manned Scanning, WebScanning, LeadReference

For Meeting Planners: Enhance Precision and Professionalism

Corporate meetings often involve smaller groups and specific perks or entitlements. RefTech offers tools that meet these unique needs:

Attendance Scanning

Benefit: Attendance scanning shows organisers the exact time of arrival for each attendee.

Why It Works: This scanning type gives you the crucial number you need to understand your event. Who came? What day did they come? These are fundamental questions that all event organisers should want to know.

Verification Scanning

Benefit: As well as controlling access to specific areas, verification scanning can confirm eligibility for perks such as meals, VIP seating, or delegate packs.

Why It Works: Prevents misuse, ensuring only entitled attendees access these benefits. This is especially valuable for premium, paid-for add-ons.

ScanPods and Handheld Scanners

Benefit: Perfect for venues with limited connectivity, offering flexible and portable scanning options.

Why It Works: Ensures reliable attendee tracking in environments where traditional networked systems may falter.

RefTech Recommends: ScanPods, Attendance Scanning, Verification Scanning

Why RefTech?

RefTech's scanning solutions cater to events of all sizes and types, offering:

• Ease of Use: User-friendly interfaces and quick setup save time for organisers.
• Comprehensive Reporting: Post-event reports provide deep insights into attendee behavior, session popularity, and overall event success.
• Flexibility: Options like handheld devices or web-based scanning adapt to the needs of any venue or event size.

Whether you're running a bustling exhibition, an in-depth conference, or an exclusive corporate meeting, RefTech has a scanning solution to suit your needs. Explore more about these tools and how they can transform your event by visiting their scanning solutions page.

Let our technology do the heavy lifting, so you can focus on creating exceptional event experiences for your attendees!