Activ Check-in system

This case study explores the successful implementation of QR codes to enhance event management during a large-scale hackathon held in an office premises. By leveraging QR codes, the organizers aimed to streamline various aspects of the event, including registration, goodie bag distribution, t-shirt size identification, and meal tracking. The study examines the effectiveness and benefits of using QR codes in optimizing event logistics and improving the overall participant experience.

QR Code Generation: Personalised emails were sent to each participant prior to the hackathon, containing a unique QR code. These QR codes were emailed using our mail servers.

Registration Process: Upon arrival, participants scanned their QR codes using our Checkin App. The app verified their registration status and displayed the participant's t-shirt size information, ensuring efficient distribution of the correct t-shirt size.

Meal Tracking: The same QR code provided to participants was used to track their meal preferences and consumption throughout the 24-hour hackathon.( snacks, Dinner, Breakfast, Lunch & evening snacks) Participants scanned their QR codes before each meal to ensure accurate tracking and prevent wastage.

Goodie Bag Distribution: After the event, participants received a goodie bag. The QR code scanning process validated their attendance and facilitated seamless distribution of the appropriate goodie bag.

Conclusion: The implementation of QR codes in managing a large-scale hackathon proved highly effective in optimizing event logistics and enhancing participant experience. The QR code-based system streamlined registration, simplified goodie bag distribution, facilitated t-shirt size identification, and enabled accurate meal tracking. This case study demonstrates the practical benefits of utilizing QR codes for events, showcasing their potential to improve efficiency and engagement in similar contexts

Background:"Bring Your Family to Office Day" events provide an opportunity for employees to showcase their workplace to their families. Managing such large-scale events with numerous participants and varying family sizes can be logistically challenging.

Objectives: The objective of this case study is to present the successful implementation of QR codes for an event where 9,000 employees brought their families to the office. The study highlights how QR codes were used to facilitate personalized communication, streamline check-ins, distribute welcome kits to children, and utilize real-time data for efficient decision-making.

Personalized Emails with Supporting Data: Employees received personalized emails containing QR codes and supporting data on the number of registered dependents and kids. This ensured accurate information for family attendees and streamlined the check-in process.

Group Check-in System: A group check-in system was implemented to expedite the process. Each QR code could include up to five dependents, including parents, spouses, and children. This approach simplified the check-in process, avoiding the need for individual scans.

Welcome Kit Distribution: Upon arrival, the QR codes were scanned, and welcome kits were distributed exclusively to children. The accompanying app displayed the number of authorized kits to be handed over, ensuring accurate distribution and a personalized experience for each child.

Real-time Data for Decision-making: Real-time data collected through the QR code scans provided valuable insights for event management. The data, including the number of attendees and registered dependents, helped the event manager make informed decisions regarding meal quantities, ensuring efficient resource allocation

This case study explores the implementation of QR codes to streamline an annual goodie distribution drive across eight locations in five cities, involving 6,500 employees. Employees were given the flexibility to collect their kits from any location in any city. By leveraging QR codes, the distribution process achieved remarkable efficiency, with check-in speeds reaching 24 scans per minute per device. This case study highlights the successful utilization of QR codes to save time and deliver an exceptional distribution experience

Background: Annual goodie distribution drives play a crucial role in engaging and appreciating employees. However, organizing such drives across multiple locations while ensuring Transparency can present challenges in terms of logistics and efficiency.

Personalized Emails with QR Codes: Due to privacy concerns, employee data was not shared externally. Instead, personalized emails were sent using the client's internal email systems, containing unique QR codes for each employee. The QR codes were generated securely and linked to the necessary information for the distribution process

Flexibility in Collection: Employees were given the freedom to collect their kits from any location in any city. This flexibility allowed employees to choose a convenient location that suited their schedule.

Check-in Speed with QR Codes: During the distribution event, employees presented their personalized QR codes for scanning at their chosen location. The QR codes were scanned using dedicated devices, achieving an impressive check-in speed of up to 24 scans per minute per device.

Live Statistics: Live statistics were generated based on the data collected during the distribution drive. These statistics included real-time updates on the number of kits distributed, employee attendance, popular collection locations, and other relevant metrics. The live statistics provided a dynamic view of the distribution progress, enabling organizers to monitor the event's success and address any issues promptly.

Streamlining Honda Habba Annual Event for Factory workers & their families 

Introduction:

Activ Solutions, a leading event Solutions company, faced the challenge of efficiently managing the Honda Habba event, an annual gathering for over 2000 employees and their families. Their goal was to streamline the check-in process, generate 6500 unique printed ID cards with photos and QR codes, and leverage the collected data for a lucky draw and goodie distribution.

Solution: Activ Solutions implemented a comprehensive QR code solution to address these challenges.

1. QR Code-Based Check-in:

   - Attendees received Physical & digital invitations with unique QR codes.

   - At the entrance, QR codes were scanned using our app, ensuring a quick and hassle-free check-in process.

   - This eliminated the need for manual registration, significantly reducing waiting times.

2. ID Card Printing:

   - Activ Solutions utilized a QR code-based system for generating personalized ID cards with Photographs for security reasons.

   - Each ID card featured a photo of the attendee and a unique QR code linked to their registration data.

   - This process streamlined the printing of 6500 unique ID cards, ensuring accuracy and efficiency.

3. Leveraging QR Codes for Data Utilization:

   - The QR codes on the ID cards served a dual purpose.

   - For the lucky draw, attendees' QR codes were scanned, and the collected data was used to randomly select winners, ensuring fairness and transparency.

   - The same QR codes were then scanned for goodie distribution, by filtering only the attendee data.

Results:

1. Efficient Check-in Process: The QR code-based check-in reduced waiting times, ensuring a smooth entry for 6000+ attendees.

2. Personalized ID Cards: 6500 unique ID cards with photos and QR codes were printed accurately and efficiently.

3. Data-Driven Lucky Draw: The QR code data was seamlessly used for a fair and transparent lucky draw.

4. Tailored Goodie Distribution: Activ Solutions utilized attendee data to personalize the distribution of goodies, enhancing attendee satisfaction.

Conclusion:

Activ Solutions successfully overcame the challenges posed by the Honda Habba event by implementing a QR code-based solution. The streamlined processes not only enhanced the attendee experience but also enabled effective data utilization for a successful lucky draw and goodie distribution. This case study showcases the potential of QR codes in optimizing large-scale events, ensuring efficiency, and increasing attendee satisfaction.