Smarter Sessions: The power of real-time scanning

Smarter Sessions: The power of real-time scanning

Featured, Sustainability, Technology, Tips and Tricks

When it comes to managing your event, every detail counts, especially when it involves who’s walking through the door. 

Session scanning brings clarity, control, and confidence to your event operations. It’s a smart, efficient way to manage access, improve attendee experience, and keep your event running smoothly. 

Track Attendance for CPD Accreditation
Many events offer Continuing Professional Development (CPD) or similar points for attending specific sessions. Scanning attendees in and out provides verified attendance records, making it easy to issue CPD points or certificates post-event without any additional admin. 

Smarter access, greater security
Access control scanning instantly confirms whether an attendee is entitled to enter a particular session or function – be it a ticketed workshop, an invite-only dinner, or a high-profile, confidential discussion.  

By ensuring only authorised individuals gain access, it eliminates guesswork at the door while maintaining a secure and professional event environment. 

For high-security or sensitive events, session scanning can go beyond access control by integrating with cybersecurity measures. One such feature is the ability to void a previously printed name badge, instantly deactivating the attendee’s unique QR code. This ensures that if a badge is lost, stolen, or duplicated, it will no longer scan green or grant access. It’s an added safeguard that prevents unauthorised entry, particularly useful for events where privacy, confidentiality, or guest safety is paramount. 

No Badge? No Problem.
For guest attendees, there’s no need for a name badge, they simply present their unique QR code for scanning at the door. It’s quick, paperless, and secure. 

Real-Time Insights That Inform the Future
Real-time scanning provides live headcounts as guests enter the room, giving you immediate visibility for managing capacity, meeting health and safety requirements, and identifying which sessions are attracting the biggest crowds.  

But the value doesn’t stop there. This data also helps shape future events. By analysing attendance patterns, peak traffic times, and underutilised spaces, organisers can make smarter decisions around scheduling, room allocations, and content planning. 

Boost Onsite Efficiency and Reduce Bottlenecks 

By deploying scanning at the entry points of sessions and functions, you reduce manual check-ins, avoid queues, and minimise staff intervention. This improves the flow of attendees and allows your onsite team to focus on assisting guests rather than managing paperwork or lists. 

Smooth Last-Minute Changes 

Last-minute attendee swaps or on-the-day registrations? Real-time scanning integrates with your central system, so updates reflect immediately. No need to print new lists, simply scan the new QR code and move on. 

Demonstrate Professionalism to Sponsors and Stakeholders 

Accurate attendance tracking allows you to report real engagement figures to sponsors and partners, a compelling value-add when demonstrating ROI or negotiating future partnerships. 

 

Whether you’re managing breakout sessions, workshops, or gala dinners, onsite scanning gives you the visibility and control you need without slowing things down. 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Unlocking the hidden potential of your name badge

Unlocking the hidden potential of your name badge

Featured, Sustainability, Technology, Tips and Tricks

When planning an event, every detail matters – even the back of a name badge. Often overlooked, this small piece of real estate holds big potential. Here’s how you can turn the humble name badge into a powerful tool for engagement, promotion, and even revenue generation. 

Get personal with attendee-centric information 

Think beyond just names and job titles. The back of the badge is the perfect place to include personalised details such as: 

  • App login credentials 
  • Personalised agendas 
  • Tailored social program schedules 

This approach not only enhances the attendee experience but also reduces the need for constant app checks or printed handouts. 

A new revenue stream: Sponsored space

Why not monetise the space? Offer it to a sponsor who can place a well-designed ad on the back of the badge. It’s a unique, eye-level opportunity for exposure that ensures brand visibility throughout the event.

Promote your next event

Already thinking ahead? Use this space to tease or announce your next big event. Include a save-the-date, QR code, or discount code to keep attendees engaged beyond the current event. 

Emergency information & event help 

Incorporate a small “Need Help?” section that includes: 

  • Venue map or floorplan (a mini version or QR link) 
  • Emergency contact numbers (event help desk, security) 
  • Wi-Fi credentials 
  • Accessibility information or quiet space locations 

This ensures attendees always have quick access to essential details, especially if phone service is spotty.

Social sharing prompts 

Turn attendees into brand ambassadors by adding: 

  • A hashtag reminder (e.g. “Tag your moments #EventName2025”) 
  • A QR code that opens a pre-filled social post or directs them to a media upload zone 
  • Instructions on how to share photos to be featured on the event screen 

This adds promotional value and encourages community building. 

Sustainability statement or recycling tips 

If your event has sustainability goals, use the badge to: 

  • Share how the badge/lanyard can be recycled or returned 
  • Include a note about how the event is reducing waste 
  • Encourage attendees to return badges to collection bins 

This shows your values in action and gives attendees a simple way to participate. 

Durability bonus 

Double-sided name badges aren’t just versatile – they’re more durable, making them ideal for multi-day events. They hold up better, look more professional, and serve a dual purpose.

 

Next time you design your event badges, don’t leave the back blank. Maximise every inch and watch your event’s impact grow. 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

How to repurpose registration equipment after the arrival rush

How to repurpose registration equipment after the arrival rush

Featured, Sustainability, Technology, Tips and Tricks

The first few hours of any event are often a whirlwind – attendees arriving, badges being printed, registration desks buzzing with activity. But once that initial rush dies down, how can you continue to get maximum value from your branded check-in kiosks? 

At Touchpoint, we believe in getting the best return on your event tech investment. That’s why our registration equipment is designed not only to welcome guests efficiently but also to serve multiple purposes throughout your event. 

Unlock the full potential of your registration setup

Once check-in is complete and foot traffic slows at the registration area, your equipment doesn’t need to sit idle. Instead, you can repurpose it to enhance your event experience and keep attendees informed and engaged. Here are a few smart ways to reuse your registration equipment:

Display your Event Website 
Keep attendees connected with real-time updates, speaker bios, maps, and more by showcasing your event website on the screens. It’s a simple way to offer easy access to essential information. 

Share the Event Agenda
No more hunting for printed programs – turn your registration screens into digital agenda boards. Attendees can quickly see what’s happening, where, and when. 

Feature Academic Papers and Resources 
For academic or industry-specific conferences, use the screens to display downloadable white papers, abstracts, or research posters. It’s a great way to spotlight important content and maximise exposure. 

Capture New Registrations 
If your event welcomes walk-ins or last-minute attendees, your existing registration screens can double as on-the-spot sign-up stations. Instead of relying on mobile phones or outdated paper forms, let guests register effortlessly using the full-size registration screens already in place. 

Promote Sponsors or Upcoming Events 
Give your sponsors extra value by displaying their materials, logos, or video content. You can also tease future events or activities to keep the buzz going even after registration is done. 

Small change, big impact 

Repurposing registration equipment is a small change that can deliver big returns. It helps reduce waste, adds dynamic content to your event, and ensures you’re getting the most from your tech setup. 

So next time the arrival rush settles down, don’t power down those screens – power up your event with content that keeps the experience going. 

 

2024: our year in review

2024: our year in review

Featured, Sustainability, Technology

As 2024 draws to a close, we’re taking a moment to reflect on the incredible number of events, travels and milestones we’ve achieved this year. From printing over 50,000 badges to visiting unique locations across Australia and the globe, it’s been an action-packed year full of meaningful connections with our new and long standing clients. Here’s a snapshot of our year in numbers, offering insight into the scope of our work, the places we’ve visited and the diverse industries we’ve served.

The numbers behind the badges: 50,902 printed and counting

Over the course of 2024, we printed a total of 50,902 badges for attendees at conferences, summits and corporate events. Our busiest month was November, with an impressive 8,292 badges printed, most of which were for the Australian Cyber Conference 2024 in Melbourne, one of the largest events we handled this year.

Traveling across Australia and the globe

Our travels took us across Australia and beyond. From the bustling streets of Sydney and Melbourne to the beautiful vineyards of Hunter Valley and the serene beaches of Fiji, we truly went the distance to make each event special.

Here are some of the standout locations we visited this year:

  • NSW: Sydney, Hunter Valley
  • QLD: Brisbane, Gold Coast, Fortitude Valley
  • VIC: Melbourne
  • ACT: Canberra
  • TAS: Hobart
  • SA: Adelaide
  • WA: Perth, Fremantle
  • NT: Darwin
  • International: Antwerp (Belgium), Nadi (Fiji)

Top venues and locations

Some venues we frequented more than others, with the Melbourne Convention and Exhibition Centre (MCEC) leading the charge as the most popular venue, hosting eight events throughout the year. Other notable venues included the Brisbane Convention & Exhibition Centre (BCEC) and the Adelaide Convention Centre (ACC), both of which we visited multiple times for large-scale events and conferences.

Here’s a look at the venues where we spent the most time:

  • MCEC (Melbourne) – 8 events
  • BCEC (Brisbane) – 7 events
  • ACC (Adelaide) – 6 events

Each venue provided a unique experience, but whether in Melbourne, Brisbane, or one of the many other cities we visited, our team adapted seamlessly to the distinct needs of each event.

Most days onsite: Brisbane, Melbourne and Sydney

When it came to the cities where we spent the most time onsite, Brisbane took the lead with 22 days spent working across various events. Melbourne followed closely behind with 19 days, and Sydney rounded out the top three with 17 days onsite.

These cities weren’t just where we spent the most time – they were also hubs for some of the most diverse events across a range of industries from Cyber Security to Pharmacy & Healthcare, Agriculture and Banking.

The fuels of the trade 

It wouldn’t be a proper event without a little caffeine to keep our team fueled and friendly. Over the course of the year, the Touchpoint team stayed hydrated and energised during long days on the conference floor with an impressive 350 cups of coffee and 68 orange juices.

A year of diverse events: onsite, hybrid and virtual

This year saw a healthy mix of event formats. 46 onsite events allowed us to engage face-to-face with attendees, while 5 hybrid events combined both in-person and virtual participation. Additionally, 17 virtual events catered to a wider audience unable to attend in person.

Each format presented unique challenges and opportunities, but no matter the setting, we worked tirelessly to ensure every event was seamless, engaging and memorable.

The biggest event of the year: Australian Cyber Conference 2024

The Australian Cyber Conference 2024 in Melbourne was our largest event of the year. Working alongside Cornerstone Events and held from November 26-28, this event brought together industry leaders, cybersecurity experts and innovators for an incredible three-day conference. With so many attendees and exhibitors, it was a logistical challenge that we were proud to manage and it was the perfect culmination to a busy year.

Serving a wide range of industries

Throughout the year, we worked with clients from an incredibly broad spectrum of industries, including:

  • Mortgage & Finance
  • Government Summits
  • Cyber Security
  • Pharmacy & Healthcare
  • Mining
  • Event Production
  • Renewable Energy
  • Automotive & Transportation
  • Cultural Awareness
  • Science
  • Early Childhood Care
  • Mental Health
  • And many more…

Whether it was facilitating cutting-edge technology discussions in Cyber Security, exploring innovations in Renewable Energy, or working with Government Summits, our diverse clientele reflected the wide range of industries that trust us to execute flawless events.

A year of growth and new experiences

2024 has been a year of expansion, innovation and deepening client relationships. From the number of badges printed to the number of countries visited, we’ve seen our impact grow. It’s been a year of challenges and triumphs, and as we close out 2024, we’re already looking forward to what’s ahead in 2025.

Thank you to everyone who trusted us to make their events a success. Here’s to another year of memorable moments, innovative technologies and outstanding event experiences!

 

Greening the Scene: pioneering sustainable practices at corporate events

Greening the Scene: pioneering sustainable practices at corporate events

Featured, Sustainability

Pioneering sustainable practices at our events is top of mind for Touchpoint and our clients. We are conscious that all events have an environmental footprint and we are taking responsibility and action for our business choices.

What is the environmental impact of events?

Australia hosts thousands of events every year, attracting millions of attendees from around the country and overseas. Did you know that a large music festival can generate up to 1,650 tonnes of waste over a weekend?

There are different types of waste generated at events. In Australia, it’s estimated that up to 40% of the food prepared at events goes uneaten. Single-use items such as name badges, lanyards, plates, cups and cutlery as well as materials such as signage, banners and promotional items are all significant contributors to event waste.

Let’s not forget the carbon footprint from attendees travelling to and from the event, especially those who fly, adding to the environmental cost of the event.

Finding sustainable solutions at our events

Reducing the environmental footprint of our events has been an increasing measure of success from clients, stakeholders and partners alike. Touchpoint has implemented a number of changes to our day-to-day business practices that have enabled us to meet and exceed our sustainability goals.

Rethinking single-use plastic
The use of single-use plastic has been an increasingly hot topic for years and the pressure on consumers and businesses alike to make informed choices about the products they are using is rising.

Onsite registration is one of our key services, and we have redesigned our name badge products to provide more sustainable options for our clients. For the vast majority of our events, we have now ditched plastic pouches entirely, opting instead for a hardy, coated paper that meets our rigid durability requirements.

Touchpoint have recently introduced TerraCycle Zero Waste Boxes at onsite events to recycle all name badge materials.

Sustainable partnerships
TerraCycle has an in-house R&D team of polymer scientists who develop innovative recycling solutions for common hard-to-recycle items people use every day.

Some of the items that Touchpoint and TerraCycle are working together to fully recycle include our name badge paper stock and all elements of lanyards including the fabric, plastic and metal. The comprehensive scientific process which is undertaken enables the recycled raw materials to be used for recycled items such as picnic blankets and socks, nuts and bolts and new plastic products.

For Touchpoint, this is not only reducing the amount of waste that goes to landfill from our service offering, we’re also removing the possibility that any of the waste ends up in our waterways or oceans, and reducing the environmental burden associated with the extraction of virgin materials to manufacture new products.

Further to this, we also work with our clients to create “evergreen” designs for reusable items, like lanyards, so they can be used for multiple events across numerous years, extending the product lifecycle before eventually being recycled.

Registration Options
Traditional registration desks can often involve creating a vast amount of printed materials that expire at the conclusion of the event. Our next-generation self check-in kiosks reduce the need for large scale signage, yet still offer the ability to put your brand at the forefront.

Go virtual
One of the most significant benefits of virtual events is that they allow companies to host wide-scale gatherings in a more sustainable and environmentally friendly way than in-person events. As EventsAIR’s Platinum Partner, Touchpoint uses their award-winning integrated virtual event platform, OnAIR, to manage session streaming, virtual exhibitions, ePosters and more. From planning to delivery, Touchpoint works closely with clients to deliver a seamless and engaging event.

Virtual events eliminate the need for attendees, speakers, and organisers to travel to a physical location. This reduction in transportation-related emissions (from cars, planes, etc.) leads to a significant decrease in the event’s overall carbon footprint.

The need for physical materials such as paper for brochures, agendas, and signage is eliminated almost entirely when hosting a virtual event. This reduction in resource consumption helps conserve natural resources and minimises waste generation.

Whether you’re planning your next corporate event or attending one, consider the environmental impact of every decision. Embrace digital solutions, reduce waste, and prioritise eco-friendly practices. By making conscious choices today, we can create a lasting positive impact on our planet.

Contact us to discuss how you can introduce new sustainable practices at your next event. Together, we can build a greener, more sustainable tomorrow.