How We Digitized Entry and the Drinks System at a Corporate Event

When organizing a corporate event, a guest list alone is not enough. Everything has to run smoothly, from check-in at the entrance all the way to serving drinks. Without a clear system, unnecessary delays would arise, so we automated and simplified the entire process.

The client's brief:

Check-in, wristbands, credits, drinks, reports

The organizer of a corporate event needed an efficient solution for:

✅ Fast check-in at the entrance – the list of attendees was in Excel, but at the entrance their identity had to be verified and additional details shown to the hostess for handing out the T-shirts
✅ Issuing identification wristbands – each attendee was to receive a satin wristband with a QR code that they would use at the event
✅ Tracking drink credits – employees were entitled to 4 drinks, while managers could consume an unlimited amount. The system was to automatically track who could still order and who had already used up their limit
✅ Exporting the data after the event – the organizer wanted an overview of the number of guests present and statistics on the drinks consumed

Our solution: QR codes, online synchronization and full control

To simplify the entire process, we deployed the Inviton event management system, which made it possible to digitize check-in, entry and the drinks system.

1️⃣ Digitized access control - On arrival, each attendee was located in the system via the hostess's tablet. After their attendance was confirmed, they received a color-coded satin wristband with a QR code that identified them. The QR code was unique and ensured not only entry but also drink management.

2️⃣ Automated system at the bars - At each bar we placed QR code scanners that worked online and synchronized in real time. With each order, the bartender scanned the QR code on the wristband and the system automatically checked whether the attendee still had drinks available:

• ✅ If they had credit left, the drink was served to them
• ❌ If they had already used up their 4 drinks, the scanner displayed a warning and they could purchase further drinks

Managers had unlimited credits in the system, so they could enjoy their drinks without any restrictions.

3️⃣ Online reports and statistics - After the event ended, we provided the organizer with precise data on attendance and consumption:

• 📊 A list of guests present, with their arrival time
• 📊 The number of drinks served at each bar
• 📊 Total consumption and an overview of the credits used up

The result? Less stress, more fun!

✅ Quick and smooth entry – no paper lists, no delays
✅ Efficient drink service – no coupons, tickets or counting by hand
✅ Online-connected systems – all data synchronized in real time
✅ Accurate reports for the organizer – all the data ready in just a few clicks

Do you also want an event without stress and chaos?

Thanks to Inviton we can simplify the management of entry, refreshments or any other processes at your event. Just get in touch and we will help you create an event that runs like clockwork.

FAQ:

How does a digital drinks system at an event work?

The attendee receives a QR code that serves as their digital drink ticket. When serving a drink, the staff simply scan it and the system automatically keeps a record of the number of drinks served.

Do we need special equipment for digitization?

No, all you need is a phone or tablet with a QR code scanner and access to the Inviton web interface. Ideally, though, you can rent professional QR code scanners from us. They speed everything up.