Time slot registration for a welcoming arrival

A positive brand experience starts with registration. With time slot registration, visitors choose in advance when they will come. You can prepare for their arrival and give your team time to offer a welcome that reflects your brand. This is useful for open days, showroom events, product launches and brand activations where visitors are welcome throughout the day.

Activo brings time slot selection, communication and check-in together. We help plan the schedule and configure the agreed setup in your brand style. Your marketing team can then focus on the content, relationships and experience at the venue.

A time slot tells visitors when they are welcome

With time slot registration, a visitor selects an available time window. Each slot has a maximum number of attendees. Once a slot is full, it can no longer be booked; the visitor chooses another available time.

Together, we establish exactly what the slot means:

• An arrival window. For example, visitors enter between 10:30 and 11:00. That does not automatically mean their visit ends at 11:00.
• A visit with a start and end time. The booking covers a defined period, such as a demonstration or guided tour. The end time must also be reflected in the communications and on-site arrangements.

This distinction sets clear expectations. Guests know when to arrive and whether their visit has a set end time. Your team can plan the programme and reception accordingly.

A schedule that fits the space and programme

We help align the number of places per slot with what the venue and reception team can handle. Expected visit duration, demonstrations, cloakrooms and catering all matter. If visitors are free to stay and explore, several arrival groups may be inside at the same time. An arrival limit alone does not determine occupancy.

The number of people per booking also counts. A reservation for four guests uses four visitor places, even when one contact person makes the booking.

Time slots help spread arrivals. People may still arrive together within a window. We therefore also consider scanning points, visitor routes and space for questions. Together, these arrangements support a calm welcome.

Your brand from time slot selection to e-ticket

For your visitors, registration is part of the event experience. We carry the familiar look and feel of your invitation through to the registration page, confirmation and e-ticket. This includes your logo, colours, typography and the way you address guests.

The form makes it clear which times are available and what the visitor is booking. Choosing a slot should be straightforward on a phone too. We keep the information requested relevant to your event.

For your marketing team, this consistency matters: registration feels polished and familiar, while the team can keep track of bookings.

Clear information before and after registration

The confirmation states the selected date and time window. If the visit also has an end time, this is clearly included. The e-ticket and practical information reflect those arrangements, including the correct entrance and how to request a change.

Shortly before the event, a reminder can bring the arrival time and personal ticket back to the visitor's attention. Guests then have the information to hand. Read more about our invitation and reminder service.

If someone can no longer attend at their chosen time, an agreed process helps. We establish the deadline for changes, how they are made and how the visitor receives updated information. Any new choice must fit the remaining availability.

A reception team that knows the arrangements

At the entrance, the QR code connects the ticket to the registration. We agree how the selected time slot will be checked and how your team will handle early or late arrivals. There should also be an agreed process for forgotten tickets.

This helps the team welcome guests consistently and courteously. If you would like on-site support, we include it in the preparations. Explore how our access control at the event venue connects to registration.

A practical example with around 12,500 visitors

For Royal Anthos's Tulip Day, Activo provided a registration website with ten time slots and a maximum of 1,250 visitors per slot. The website followed the event's brand style. Visitors received a personal e-ticket and a reminder ahead of the event. At the entrance, the Scan App checked whether they arrived within their chosen time slot.

The case shows how registration, communication and access control work together to support a large visitor flow. The right schedule still depends on the event. Explore the Royal Anthos case study.

A clear view of bookings and actual attendance

Before the event, you can see how many visitors have registered for each slot. This helps you plan host staffing and reception. During the event, check-ins show actual arrivals. Where different visitor groups have been recorded, that distinction can also help with evaluation.

We distinguish between two figures: how many people have checked in and how many are still inside. To track current occupancy, departures and any re-entry must also be recorded consistently. We discuss the information you need and the process required to obtain it.

Afterwards, you can compare reserved places with attendance. Your own event data then helps you plan time slots for the next edition.

Frequently asked questions about time slot registration