Onsite Check-in & Registration Software Solution for Large Exhibition

1. Introduction

A large exhibition is generally considered a presentation of products or services. They are usually organized within exhibition halls, big international outdoor fairs, or somewhere more quaint like a museum or gallery.

With large exhibitions, the usual attendee types to consider are:

  • Exhibitors
    The vendors who are showcasing their products or services.
  • Trade Visitors
    These are the visitors who will be interested in the products or services exhibited.
    They can either be pre-registered before the event, or they could be walk-ins registering themselves onsite.
  • Speakers / VIPs
    The thought leaders you have invited to share and discuss the latest topics of the industries you are organizing for. They could even be special guests that attendees want to get in touch with.
  • Delegates
    If there is a conference aspect to your large exhibition, you will also have to consider delegates who wish to come for networking and attending seminars.

To facilitate a smooth onsite experience with walk-in registrations and checking pre-registered attendees in, one must make sure hardware and software work well together. Take a look at how GEVME handles a large exhibition well enough to shorten queue times and leave a memorable impression on attendees from the get-go.

2. Queue Management

Queue management is extremely important when organizing large exhibitions. On event day, make sure you have a way to segregate people the moment they step into your event venue. This should filter out visitors and attendees immediately, cutting back on unnecessary time and additional movement required to get into the right lane.

This segregation also makes it easier to direct event goers to their destinations.

3. Check-in of Pre-Registered Delegates / Visitors

Scanning of QR Code tickets

With attendees registered into your GEVME database, pre-registered attendees can scan their own QR code tickets at self check-in counters deployed using an island setup. You can also set up name badge printers at such island counters to have attendees collect their own badges right after check-in.

Scanning of ID Cards with Barcode

Should your large exhibition require another level of security, you can also scan registered attendees in by using the barcodes on their ID cards.

  1. Access the GEVME Kiosk mode by adding /kiosk/ at the end of your event URL.
  2. Use a barcode scanner to scan the ID card.
  3. If the attendee exists in your registration database, he or she will be checked-in automatically.

Manual Search

What if an attendee has forgotten to bring the relevant QR code ticket or ID card?

Attendees who have forgotten their tickets are required to produce some form of identification to prove their identity. This is especially important in a large exhibition that contains highly exclusive content. This can be in the form of an email, a name card or a passport.

Using the web check-in page (/kiosk/ mode), your staff can search specific fields relevant to the attendee in question. Typical fields to search for are the attendee’s name, organization and email. If you have any other customized fields built within the Attendee Form, you can also search for those.

Success Tip: Remember to include the relevant attendee fields to search within the Onsite section of GEVME.


Turn the check-in experience up a notch by personalizing the onsite check-in welcome message using GEVME Onsite. Customize a personalized welcome message that reflect an attendee’s name, ticket type, directions, table number — or even showcase the session that he or she is checking into. Make attendees feel welcome.

4. Onsite Registration

Self-service Registration on Laptops
  • Run the laptop in kiosk mode, where a browser is loaded with the registration page shown by default.
  • After somebody registers, the page goes back to the registration page automatically.

GEVME comes with a set of readymade email templates which you can quickly customize and send out. Yes and No responses are automatically built into the template, saving you the time in creating an RSVP specific email from scratch.

Each response will lead to its own registration form and acknowledgement, allowing you to collect different sets of data, or display messages specific to each response.

Once you have your email ready, proceed to send the invitations to your invitees in GEVME and have them start confirming their attendance.

Self-service Registration on Personal Mobile Devices

  1. Visitors can register through their mobile phone by accessing the relevant URL or by scanning a QR code which leads them directly to the registration landing page.

  2. After hitting the Register, users will see a confirmation page with a QR code which is used for the self check-in counters.

  3. With the QR code still displayed on the phone, a newly registered attendee can proceed to the assisted counter or walk-in badge collection counters.
  4. He or she can then scan the QR code and get their relevant name badge printed out for collection.
  5. The attendee can then enter your exhibition right away, saving you time and effort spent on registering a visitor.

Assisted Registration

If a walk-in visitor is unable to register through your self-service registration kiosks, ensure that a registration counter is set up to assist in registrations. Support a visitor through the registration process and make sure he or she gets a spot in your large exhibition.

This will not only show your readiness as an event organizer, but it will also showcase the quality of service you can provide to your attendees.

5. On-Demand Name Badge Printing

Before setting up GEVME Onsite for on-demand name badge printing, ensure you have created name badge designs with the best practices implemented. Once that’s done, let’s see what are the essentials you’ll need to get ready for the large conference:

  • A laptop
    This will act as the print server for your printers.
  • A printer
    Any consumer-based inkjet printers that can print between 4R to A4 sizes.

Success Tip:

We recommend running 64-bit Windows 10 on your laptops to support GEVME Onsite print servers.

Step 1: Connect your printer to the laptop via USB. Ensure that the printer is installed on your laptop by heading to Devices and Printers via Windows Control Panel.

Step 2: Connect your laptop to a stable internet connection, such as a dedicated Wi-Fi network. Internet access is required for GEVME Onsite to access your attendees’ data stored in the cloud.

Success Tip:

Ensure that you are using the same SSID for the devices intended for a single print server.

Step 3: Launch the GEVME Print Server executable file on your laptop.

Step 4: Login to www.gevme.com and sign in with your Admin account.

Step 5: Select the event you would like to work on. You will then be redirected to the event’s dashboard on the backend.

Step 6: To setup up GEVME Onsite settings via the web check-in portal, you could either:

  • Add “/kiosk/” in the current URL above and hit Enter.
  • Click on On Site via the vertical menu on the left to access the On-site page. Then, click on Check-in Attendees to be redirected to the web check-in page.

Step 7: Click on Onsite Settings located at the top right of the page and fill in the required details.

  • Select your print template.
  • Enter the print server’s IP Address. If the current laptop you are using is the print server itself, type in localhost.
  • Click on Fetch Printer and select the printer you want to print from.
  • Check the necessary settings you require to control print automation behavior.
    Leave it as default if you are not sure what they do or consult our Onsite Specialists at onsite@gevme.com.

Once the necessary fields are filled up, scroll down and hit Save. You are now finished with the setup and are ready to begin printing!

6. Flow of Attendees

The final piece of the puzzle — managing the flow of attendees. Once you have a system in place to guide attendees at your event venue, there will be less opportunities for mistakes. In fact, you will experience almost no queues because everyone is moving around seamlessly!

Pre-registered Attendees with QR Codes

For attendees who registered beforehand and have QR code tickets on hand, they can take the self-serve approach to free up your manpower. The flow goes like this:

  • Attendees make their way to the designated badge collection area.
  • They scan their QR code tickets.
  • Their name badges get printed automatically after scanning.
  • They collect their name badges.
  • They can then help themselves to the plastic pouches and lanyards you have laid out for them at the lanyard collection point.
  • An alternative would be to have them collect the items directly from the event ambassadors.

Onsite registration

What about visitors who stumble upon your large conference and want to attend?

  • Have your visitors proceed to either the designated assisted counters or onsite registration areas
  • They will then register and make payment if the tickets are priced.
  • Their name badges get printed on the spot.
  • They then collect their name badges and lanyards before moving off to the event.

7. Conclusion

Integrate your event onsite processes to create a truly seamless experience for your attendees. Take care of all onsite processes with a cloud-based software that captures your attendees’ information and sorts your financial transactions.

Create a memorable exhibition experience without the extra hassle.

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