One system runs the whole event.

• Dietary needs from the form → summary for the kitchen → meal handed out against the same guest code
• Session time changed → event website, app and in-room screen updated at the same moment
• Check-in at the entrance → live counter → attendance report → certificate only for those present

• Ticket paid → status next to the name → invoice sent automatically
• Workshop sign-up → limit enforced → the waiting list fills a freed place on its own
• Exhibitor application → its representatives become guests with a code → meeting bookings

A separate seat limit for each date

Each city has its own pool of places. Once it runs out, that date can no longer be selected while the others stay open. Registration for a given date closes on its own — as many hours beforehand as you set.

Each desk knows its date

The check-in desk in Kraków sees the Kraków list — even without internet. Today’s date is selected automatically, and a walk-in added on site goes straight to the right date. A guest registered for another date is flagged, so nobody walks into the wrong session by mistake.

A message for one city only

Reminder emails and SMS go to attendees of the selected date, not the whole database. Lists, exports and the attendance report filter the same way, and the dashboard shows each date on its own row: registered, limit, seats left and present — you account for each date separately.

Everyone sees their own part

The organiser has full access, check-in staff only check-in, crew only their own area. The change history is recorded.

Several people at once

Many users work on the same data at the same time — no more sending each other new versions of a file.

Exports without asking

Guest list, check-ins, orders and survey results can be downloaded at any time, in spreadsheet format.

Photos taken by the crew, printed at the same time

A host photographs guests during the event — on stage, at a stand, on the dance floor. The shot gets the event frame immediately and goes into a print queue running in parallel elsewhere in the venue.

Ready to collect at the info point

Guests give their code and collect the print: a photo magnet, a framed print, a sticker. The code keeps photos from getting mixed up, and everyone downloads the digital version from the gallery themselves.

Points for visits and tasks

Every stand gets its own printable QR code: a point for the visit itself, more for completing a task at the exhibitor. Guests scan with their phone, the counter rises, and the leaderboard is visible on the screen in the hall. Players join by SMS — one number is one account, so nobody collects points twice.

Knowledge instead of silence after a question

Questions go to the phones, answers are counted automatically, and the result appears on screen instantly. A speaker runs the quiz between sessions, or the host of the evening does — with a leaderboard and a prize for the best. A final question settles any tie.

Prizes beyond suspicion

A draw from the list of those present, in front of the room, with a record of who won what. You can limit it to people who visited a partner's stands or completed the survey — closing the loop on what the sponsor cares about.

• Attendance — how many have arrived and what share of those registered that is
• Arrival rate — when the peak will hit the check-in desk
• Accommodation — building occupancy, keys issued and not yet returned
• Hand-outs — welcome packs, meals, materials

• Registrations over time — when your communication worked
• Where guests came from — geographical breakdown
• Who served whom — a work log for every desk
• Export everything to a spreadsheet — without asking for help

Your own address and look

The event runs on the domain you choose, with your logo and colours — on the website, in emails, in the app and on the badge.

WCAG 2.1 AA compliance

The event website, registration form and app work with a keyboard and a screen reader, have labelled fields and compliant contrast. Guests can enlarge the text and switch on high contrast themselves, and the site has an accessibility statement. For public and EU-funded projects this is usually a requirement, not an extra.

Security and GDPR

A separate database solely for your event, servers in the EU (Poland), backups every day. Consents collected together with the registration; export and deletion of an individual's data on request — with a record of who asked and when.

You can delete all attendee data

Once the event is settled, you have three options: keep the database for the next edition, hibernate the event (the data stays, the system is switched off) or permanently delete all attendee data together with the backups. Before deletion you get a full spreadsheet export, so you keep what you really need.

Deletion itself is irreversible — the database, files and backups are gone, so the data cannot be restored. That is exactly what the GDPR right to erasure requires. You receive written confirmation of the operation for your project records.

Nothing disappears without your decision

No automatic process deletes data after a set number of days — as the data controller, you decide how long it is needed (one period for the attendee list, another for accounting documents), and we carry out the instruction. So data never vanishes in the middle of project reporting or just before the next edition.