Registering 5,000 employees at a corporate event

The client was organizing a full-day event for 5,000 employees and needed to keep employee registration, access control and gift-pack handout fully under control. Bus transport was also arranged for everyone, so each person's ticket showed the departure time and the boarding point for their bus.

📝 The client's brief 

✅ Send every employee a personalized email with their ticket and a unique QR code,

✅ Add the bus departure time and location to the ticket, 

✅ Ensure fast, reliable access control using QR codes,

✅ Make it possible to look up employees without a ticket by name,

✅ Prepare attendance statistics and ensure that each attendee received only one gift pack on the way out.

🛠️ Our solution

1️⃣ Data import – The client gave us a list of employees with their name, email, and the time and location of their bus departure. We imported all the data into the system.

2️⃣ Personalized emails and tickets – We created custom email and ticket templates with a QR code. Each employee received a personalized ticket with their own name and details about the time and location of their bus departure.

3️⃣ Fast on-site accreditation – We scanned more than 4,000 employees in the space of two hours. Those who forgot their ticket were simply looked up by name on a tablet.

4️⃣ Gift-pack handout under control – On the way out we scanned the QR codes again, ensuring that each employee received exactly one gift pack.

5️⃣ Detailed statistics – After the event we provided the client with complete data:

• which employees attended,

• time-based charts of arrivals at the venue,

• exact numbers of gift packs handed out.

The result?

✔️ 5,000 personalized emails sent

✔️ 4,000+ employees processed within 2 hours

✔️ zero chaos during boarding and bus departures

✔️ reliable data for the client

➡ Your corporate event can run chaos-free too, with professional registration, access control and statistics. 

Just email info@inviton.eu or call +421 902 536 314.