What are e-tickets for events and how do they work?
An e-ticket is a digital admission pass with a unique QR code that a participant receives via email after registration and has scanned at the event entrance, ensuring quick and controlled entry.
Your attendee list keeps changing right up until the day before the event—new registrations, cancellations, or a guest who can no longer find their confirmation. You don't want any of that hassle at the entrance; you simply want a smooth, quick check-in process. The e-ticket is the link between these two worlds. Activo has been managing this for corporate events and conferences since 1997, handling everything from the initial invitation to on-site check-in.
How an e-ticket for a corporate event works
An attendee registers via the event registration system and immediately receives a confirmation email. This email contains a personal e-ticket with a unique QR code. Just before the event, a final reminder email is sent out—again with the e-ticket attached—so no one has to go searching for it.
At the venue, the attendee presents the QR code on their phone or in printed form. Once scanned, their name appears instantly on the screen, and they are handed their badge and lanyard. Because each code is linked to a specific individual, only those who have actually registered gain entry. Activo has managed this process for over 5,000 events, supporting organizations such as ASML, Rijkswaterstaat, and KPN.
The benefits of the e-ticket for event managers
You notice the biggest difference at the entrance. Scanning takes just a few seconds per person, preventing queues from forming and ensuring your attendees start the event exactly as you intended. That is precisely the moment when an event sets its tone.
In addition, you gain something a paper guest list cannot provide: real-time insight into who is inside. During the reception phase, you can see how many people have checked in and which attendee groups are still on their way. Afterwards, you know exactly who attended, without the need for manual counting. You can read about how Activo handles this on the page dedicated to event venue access control.
E-tickets, badges, and event apps: how they work together
An e-ticket rarely stands alone. It originates from the registration process and leads to the badge the attendee wears for the rest of the day. You decide the badge's appearance and the information displayed on it in advance, ensuring the design aligns with your event's branding. See e-tickets, badges, and lanyards.
If you also use an event app with an integrated e-ticket, the ticket is available right alongside the program and practical information. This keeps everything in one place for the attendee while giving you a clear overview.
What happens if an attendee loses their e-ticket?
It happens at every event, but it doesn't have to be a problem. At the reception desk, the hostess simply looks up the attendee in the registration system and checks them in. The queue keeps moving, and the attendee is barely inconvenienced.
Activo is present on-site to ensure that check-in, badge issuance, and access control run smoothly. Attendee data is processed in compliance with GDPR regulations, meeting the specific privacy and security standards set by your organization.
