Outsourcing QR access control as an event agency: how it works

QR code access control is the process in which an attendee has the unique code on their e-ticket scanned at the entrance, after which their name appears instantly and they receive their badge and lanyard.

Your client sees one event. You manage twelve events a year, each with different requirements, audiences and locations. What you need is a technical partner that adapts quickly and is simply there when it matters most: on the event day itself. Activo has been working this way with event agencies since 1997, providing fast and flexible solutions at competitive rates.

What you outsource and what you keep in your own hands

You remain in control of the concept and the relationship with your client. Activo takes care of registration, e-tickets, QR code scanning and on-site badge distribution. This can vary per event: sometimes only the access control, sometimes the complete process from invitation to badge. See on-site event access control for the full scope.

If you want to keep more control yourself, there is Activo NEXT: the self-service event platform that allows you to manage registration, communication and attendee administration yourself, with support from Activo whenever you need it.

Why the event day itself is the real test

A proposal says little about what happens when two hundred people arrive at the same time at 08:45. Scanning takes only a few seconds per attendee, no special hardware is required, and additional scanning points can be added during busy periods. At events such as the Automotive Expo and Exact Live, Activo provided access control on this scale.

Activo is present on-site. If something needs to be adjusted, there is someone available who can solve it immediately instead of having to call a support number. With more than 5,000 supported events, this has become standard practice.

Different requirements for every client

One client wants badges in their own corporate identity, another needs different access rights per audience group, and another organizes a trade show with exhibitors. The latter requires trade show registration and a lead scanner app that allows exhibitors to scan leads themselves.

For badge production and lanyards, you decide what fits each event. See e-tickets, badges and lanyards. This allows you to create competitive proposals without compromising on the quality of your delivery.

Live insights you can share with your client

Every scan is registered instantly. During the event, you can monitor live how many attendees have arrived; afterwards, you can provide your client with an overview of everyone who was actually present. This is exactly the type of reporting clients expect and something you cannot achieve with a manual attendee list.

Attendee data is processed with careful attention to GDPR requirements, matching the privacy and security standards of corporate clients such as ASML, KPN and the Dutch Judiciary.

Frequently asked questions about access control for event agencies