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When organizing an event, the attendee experience starts long before the first session begins. In many cases, it starts at the entrance.
A good access control system helps attendees enter quickly, gives the organization visibility over attendance and reduces friction at one of the most critical moments of the day.
And with today’s event technology, access control can go far beyond simply checking who is allowed in. QR codes, check-in apps and real-time attendance data can help teams understand what is happening while the event is taking place.
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Technology advances faster and faster and is present daily at events to facilitate many processes. Thanks to the professional technological system that we implement in Meetmaps, access is easier, faster and safer.
Why is access control important at an event?
Access control is often the first operational touchpoint between the attendee and the event. That means the process needs to be quick and simple for the person arriving, while giving the organization enough information to know who has entered. In practice, access control serves two main purposes: it helps manage security and attendance, and it makes the work of the event team much easier.
By tracking check-ins and check-outs, organizers can monitor attendance, understand how people are moving through the event and react when certain areas become busier than expected. And the smoother the entrance is, the better the first impression. Fewer queues, less confusion and more control from the moment the attendee arrives.
Every time we control a person’s access to an event, be it of any kind, we are validating information that we have previously accessed or that we have even helped to generate. In other words, we consult that information we have and manage it for the benefit of the organization of the event. In this way, we add value by answering questions that our client needs at the most opportune time and manner.
Therefore, the main attitude that an access control company must have is active listening. If we understand well what the organization needs each time an attendee accesses the event, we will be able to propose the technological solution and technical equipment that best suits your needs. Consequently, there are no bad or good access control systems, but some are more convenient than others depending on the circumstances in which an event is framed.
💡 TO REMEMBER: access control is not only about validating entry. It is also a source of real-time information that can help the team make better decisions during the event.
Types of technology to control access
If technology can help us measure the success of an event, it can also help make the event a success right from the start if we use it properly to control access.
As a software company for events we are aware of the importance of technology when we want to control who accesses our event or congress and of the importance of choosing the most suitable for each occasion.
We can opt for access control by scanning the QR code, NFC wireless technology, quick access wristbands with the RFID system and manual check-in App.
At Meetmaps we also allocate resources to research. Biometric readers, Artificial Intelligence, Virtual Reality, among others. These are technological opportunities for which we will very soon be in a position to add value.
1️⃣ QR code scanning system
QR comes from Quick Response, rapid response and is a BiDi, two-dimensional encryption method.
How does this system work?
QR codes are one of the most common access control methods at events because they are easy to generate, quick to scan and simple for attendees to carry on their phones or accreditation.
The process is straightforward: the attendee registers and receives a personal QR code, which can then be scanned at the entrance using a check-in device.
2️⃣ NFC, short-range wireless technology
NFC stands for Near Field Communication. It is a wireless technology designed for the transmission of large amounts of instantaneous data, that is, identification and validation of people at the moment.
How does the system work?
As for events, we can easily apply this technology, since the attendee only has to bring their mobile or card with an NFC chip to a reading device and they will automatically be given access.
NFC allows attendees to identify themselves by bringing a compatible device or card close to a reader. It can be useful when you want a contactless and straightforward validation process, although the right technology will always depend on the type and scale of the event.
3️⃣ RFID, quick access wristbands
RFID or “cashless” technology in access controls is a system in which only by bringing the bracelet close to the reader, the user is identified and given access to the event.
How does this system work?
There are 2 types of RFID readings, those that use “passive” receivers, that is, the RFID antenna that emits the wave frequency is external and therefore, the bracelet must be brought closer to the antenna and the one that uses active chips. That is to say, they emit electromagnetic pulses constantly and the external antenna receives them.
The former are inexpensive but less reliable because the reading distance is shorter. The second, very effective but much more expensive. Both are used when the access flow is very large and individual visual control is not required.
In addition, this system allows to have control of the capacity and the schedule of the entrances and exits of personnel with great precision and, obviously, with the possibility of denying or allowing access to the premises.
4️⃣ Access control app
An access control app gives the event team a flexible way to validate attendees from a mobile device.
Besides scanning QR codes, the Meetmaps Check-in App allows staff to search for attendees manually, validate access and keep attendance information updated in real time. For events with different rooms or sessions, access can also be managed separately by area when configured.
Meetmaps’s sytem
At Meetmaps, access control is connected to the rest of the attendee journey.
Attendees can register before the event, receive their QR code or accreditation and validate their access on the day of the event using the Check-in App. If someone does not have their QR available, the staff can also search for them manually.
At the same time, the organization can monitor registered attendees, check-ins, attendance percentages and current capacity from the dashboard. When check-in by rooms is activated, it is also possible to follow attendance in specific spaces or sessions.
The result is a much more connected access flow: registration → accreditation → check-in → real-time attendance data.
💡 TIP: if you expect several access points, configure and test each reader before the event. Meetmaps requires one reader per device used for scanning, so preparing this beforehand helps avoid unnecessary friction onsite.