When does an Event App make sense, and when does it not?

An Event App is an app where participants can find the program, practical information, their personal schedule, and their e-ticket all in one place—both before and during the event—designed in the event’s style.

The question almost always comes from the top: “Can’t we just make an app?” Sometimes the answer is yes, and it adds noticeable value. Often, the answer is that a good e-ticket and a clear email do the same thing, without requiring your guests to open anything. The difference lies in the type of event. Activo has been building Event Apps since 1997.

When an Event App adds value

For a program with options. If your guests have their own schedule for the day—with sessions, times, and venues—then having a single place where all that information is listed is invaluable. At the Alliander Leiderschapsdag, the Event App was used precisely for that purpose: to facilitate interaction and provide information during the event.

It’s also helpful for events with exhibitors or multiple venues. At the Fontys Career Event, registration, exhibitor information, and the Event App were all integrated into a single solution, providing clarity for both participants and the organizers.

When an e-ticket is too stacked

For a compact event with a single venue, a single program, and a two-hour duration. Your guest doesn’t have to navigate anything; they walk in, take a seat, and leave. In that case, an e-ticket with a QR code plus a well-crafted invitation is all that’s needed, and an app would be an extra hurdle rather than a convenience.

An app that nobody opens doesn't do your brand any favors. That's not a technical problem—it's an expectation you've created yourself.

The app as a brand ambassador

If you do decide to use an app, its design becomes part of your event. The Event App with e-ticket is customized specifically for your event, in the event’s style. It includes the e-ticket, along with the program, floor plan, practical information, and push notifications.

This creates a seamless experience: the invitation, event website, e-ticket, app, badge, and check-in all form a single, integrated process. At World of Incentro, this process ran smoothly from registration to badge issuance.

What the app offers you during the event

If there are any changes to the schedule, you don't have to email everyone: just send a push notification, and participants will see their updated schedule. At the entrance, their e-ticket is scanned, and they receive their badge; see access control at event venues. Because every scan is logged, you can see in real time how many guests are inside and which target groups are still on their way.

Participant data is processed in compliance with the GDPR, in accordance with the privacy and security requirements of organizations such as ASML, KPN, and Triodos Bank.

Frequently asked questions about the Event App