Keeping your current RSVP system is completely normal
Many organisers already have a trusted RSVP partner, internal database or registration platform and do not want to consider an alternative. This is not a problem for AFRIREG. In fact, approximately 90 percent of our onsite registration projects begin with guest data supplied by the client or their existing RSVP provider.
You share an approved guest database export
Before the event, the client provides an authorised export of the current guest list. AFRIREG reviews the tables, rows, column names, guest categories and any fields needed for onsite registration. We then replicate the required structure so the onsite database aligns with the client’s existing information.
The data can return in the same required format
Matching the original field structure helps the client reconcile the results after the event. AFRIREG can provide a complete Excel spreadsheet and CSV export with the approved guest details, attendance status, relevant timestamps, walk in records and other agreed registration data. This makes it easier to import or merge the event results back into the client’s own system.
The guest journey stays fast and simple
When the guest arrives, they search for their name by entering a few letters or scan their QR code or barcode. The guest confirms the correct record and a full colour double sided name badge prints within seconds. Our promotional staff can fold the badge, attach the lanyard and assist the guest into the event.
Walk in guests can use the same data structure
If somebody is not on the supplied guest list, AFRIREG can provide a walk in registration form using the same approved backend fields. The guest information is therefore captured in a format that supports accurate post event data management. Where access must be controlled, the walk in process can require a passcode or senior approval before the record is accepted.
Your organisers receive a live dashboard
AFRIREG provides a responsive administration dashboard designed to work across phones, tablets, Windows laptops, Mac computers and different screen sizes. Authorised organisers can see the loaded guest list, total attendance, invited guest arrivals, walk in totals, completed badge prints and guest traffic per hour while the event is running.
AFRIREG manages the onsite technology and team
The onsite service can include touchscreen registration kiosks, QR and barcode scanning, name search, connected full colour badge printers, consumables, lanyard handover, promotional staffing and technical support. Our technicians monitor the computers, printers, network, badge stock and live registration system throughout the arrival period.
The system is sized for the real arrival rush
For events where guests arrive within a concentrated period of approximately 30 minutes, one touchscreen kiosk for every 50 expected guests is a practical planning guideline. Where arrivals are more flexible and time is not constrained, one kiosk for every 75 guests may be suitable. AFRIREG confirms the final design after reviewing the venue, badge format, guest categories and entrance flow.
Data is handled through an agreed POPIA process
The organiser remains responsible for the purpose and instructions that apply to the guest information. AFRIREG controls access to the onsite working data, supplies the agreed post event exports and removes event data from our system according to the agreed retention process and the requirements of South Africa’s Protection of Personal Information Act.
Planning checklist
- Keep your current RSVP provider or platform
- Provide an authorised guest database export
- Replicate the required tables, rows and fields
- QR code, barcode or touchscreen name search
- Full colour double sided badge printing
- Approved walk in registration and senior access control
- Responsive live attendance dashboard
- Onsite promotional and technical staffing
- Excel and CSV exports in the required format
- Agreed POPIA data retention and removal