Large-scale events
One back office for registration, ticketing, accreditation and on-site entry at film festivals, sports and brand events.
What makes large-scale events hard
The more roles involved and the busier the venue, the more easily information gets lost between steps.
Scattered information
Registration sits in spreadsheets, approvals in email and notices in group chats, so the same details are entered and checked again and again.
Solution: Register once; the same record carries through review, accreditation and entry.
Many roles
Audiences, entrants, guests, press, volunteers and partners each have their own workflow, permissions and information.
Solution: Entry points and permissions are assigned by role, so each participant sees only their own workflow.
Peak demand
Ticket releases and entry are packed into short windows and traffic spikes; replacement badges and changes have to be handled on site.
Solution: Load balancing and elastic scaling handle on-sale peaks; on-site badge printers issue replacements on the spot.
Accreditation and security
Badges are authorised by zone and session, every applicant is reviewed, and some events require integration with local public security systems.
Solution: Online badge application and review, zone- and session-based access, and QR verification; can integrate with local public security systems.
Guest services
Flights, hotels, transfers and meals are confirmed separately; when an itinerary changes, it is hard to keep everyone in sync.
Solution: Flights, hotels, transfers and meal vouchers are arranged in one place; itinerary changes notify everyone involved.
Last-minute changes
Session changes, itinerary updates and replacement badges need to reach everyone affected, right away.
Solution: Messages are pushed by role through the mini program and SMS, and changes stay in sync across channels.
International participants
Overseas guests and audiences need bilingual information, overseas ticket purchase and cross-border payment.
Solution: A bilingual website and mini program, with overseas ticket purchase and cross-border payment.
Data that gets lost
After the event, data is scattered and can hardly inform decisions, sponsorship and operations for the next edition.
Solution: A data dashboard and post-event reports; audience and partner data carries over to the next edition.
Complex ticketing
Public sales, seat selection, reservations and overseas sales run in parallel, and inventory, payment and check-in need to be managed together.
Solution: Sales, seat selection, reservations and ticket check-in are managed in one ticketing system.
One back office for every participant
Each participant comes in through their own touchpoint to the same back office. Information is entered once, and review, accreditation, entry and post-event review follow on from it.
- Audiences
- Jurors
- Applicants · Entrants
- Guests
- Press
- Partners
- Volunteers · Staff
- Organisers · Operations
- Bilingual websites
- Mini programs
- Campaign pages (H5)
- Organiser back office
- On-site badge printers
- QR scanners
- Live data screens
- Registration and review
- Judging and selection
- Schedule and sessions
- Ticketing and reservations
- Seat selection
- Accreditation and access
- Ticket check-in
- Guest services
- Flights, hotels and transport
- Meal vouchers
- Media centre
- Volunteer management
- Messaging and notifications
- Partnerships
- Content management
- Data dashboard
- Post-event reports
- Content and asset library
- Audience and partner data
- AI operations assistant (optional)
- Unified accounts and permissions
- On-premises / cloud deployment
- High concurrency and elastic scaling
- Payments and cross-border payment
- SMS and messaging
- Security and audit
- Integration with local public security systems
Before, during and after
We cover the full cycle of an edition, and the data from every stage carries over to the next.
- BeforePlanning and registration
- Website launch and registration opening
- Applications and document review
- Online judging and selection
- Guest invitations, press and volunteer registration
- Guest flights, hotels and itineraries
- Accreditation application and review
- Schedule and session planning
- Ticket sales, seat selection and reservations
- DuringOn site
- Digital badges and on-site badge printing
- QR ticket check-in, entry and sign-in
- On-site registration and event booking in the mini program
- Notifications, change alerts and feedback
- Guest transfers and transport
- Meal voucher issuing and redemption
- Business meetings and partnerships
- Real-time data on live screens
- AfterReview and retention
- Data consolidation and post-event report
- Archiving documents and content assets
- Retaining audience and partner data
- Scoping needs for the next edition
From badge design to on-site printing
Badge design, the accreditation system, printing equipment and on-site printing services, delivered together.
- Badge designA badge system designed around roles and permissions.
- Online application and reviewPersonal details collected and reviewed; can integrate with local public security systems.
- PrintingBatch printing before the event; on-site printers issue badges on demand during it.
- On-site verificationQR scans check zone and session access.
Optional extensions: face verification, turnstile integration and similar capabilities can be added per project through partnerships with specialist security vendors.
Guest services, from invitation to departure
Invitations, flights and hotels, transfers, meals and badges are arranged in one place, and itinerary changes notify everyone involved.
- Invitations and guest detailsInvitation codes go to specific guests, who submit ID, travel plans and preferences online; once approved, they join the guest list.
- Flights and hotelsFlights and hotels are booked to each guest's itinerary; ticketing and check-in details sync to the guest and the hospitality team.
- Transfers and transportVehicles are scheduled around flights and the programme; when plans change, drivers and contacts are notified.
- Meal vouchers and badgesMeal vouchers are issued by role and date and redeemed by QR scan; badges and schedules are sent along with them.
Film festivals, sports, forums and brand events
Each type of event leans on a different mix of modules.
Film festivals
The full cycle: film submissions, judging, screening schedule, guest services, screening reservations and industry services.
- Registration and review
- Screening and judging
- Screening schedule
- Ticketing and reservations
- Accreditation and access
- Flights, hotels and transport
Sports events
Team registration, seat selection and ticketing by venue, ticket sales for overseas audiences and guest invitations.
- Mini programs
- Ticketing and reservations
- Seat selection
- Guest services
- Websites and communications
Forums and brand events
Websites, registration, reservations and communications for international forums, launches and fashion weeks.
- Websites and communications
- Registration and review
- Ticketing and reservations
Plus more film festivals, sports events, forums and brand events.
From discovery to on-site support
Our technical team is involved from start to finish, and on site during the event.
- DiscoveryMap the event's scale, roles, workflows and data from past editions.
- PlanningAgree the module mix, deployment approach and launch milestones.
- Design and buildVisual and interaction design and system development, with payment, SMS and third-party integrations.
- Testing and rehearsalIntegration and load testing, and a full run-through before the event.
- On-site supportOur team on site during the event, handling issues as they come up.
- Post-event reviewA data report and recommendations for the next edition.
Every module comes from a real project
Modules are combined as needed. The table shows the projects where each one has been delivered.
| Module | FIRST | Golden Rooster | HIIFF | AUBL | Formula E | China Day |
|---|---|---|---|---|---|---|
| Websites and communicationsBilingual websites, campaign sites, film lists, news and a media centre. | — | |||||
| Mini programsA personal service hub for audiences, guests and press. | — | — | ||||
| Registration and reviewSubmissions; guest, press and volunteer registration; document review and status tracking. | — | — | ||||
| Screening and judgingOnline screening, jury groups and judging workflows. | — | — | — | — | — | |
| Screening scheduleSessions, schedules and venue maps, synced across channels. | — | — | — | — | ||
| Ticketing and reservationsScreening reservations, ticket sales, overseas purchase and cross-border payment. | — | — | ||||
| Seat selectionOnline seat selection and ticketing from venue seating plans. | — | — | — | — | ||
| Accreditation and accessBadge design, review, printing, and zone and session access; can integrate with local public security systems. | — | — | — | — | ||
| Ticket check-inQR entry, sign-in and exception handling. | — | — | — | — | — | |
| Industry and partnershipsProject market submissions and meetings, rights market and market screenings. | — | — | — | — | ||
| Guest servicesInvitation codes, guest information collection and review, and hospitality arrangements. | — | — | — | — | ||
| Flights, hotels and transportFlight and hotel bookings and transfers for guests. | — | — | — | — | ||
| Meal vouchersVouchers issued by role and date, redeemed by QR scan. | — | — | — | — | ||
| Live data screensRegistration, reservation and entry data in real time. | — | — | — | — | — | |
| Asset managementArchiving, search and reuse of films and materials. | — | — | — | — | — | |
| Brand identity and process designEvent visual identity, business processes and information architecture. | — | — | — | — | — |
Project years: FIRST 2019–2025 · Golden Rooster 2024–2026 · HIIFF 2026 · AUBL 2026 · Formula E 2019 · China Day 2019
Frequently asked questions
- How is the launch scheduled?
- We plan backwards from the event date. Modules needed first, such as registration and ticketing, go live first; the rest are delivered in phases.
- Can you build on our existing system?
- Yes. We review your current systems and data, keep what works, and replace or extend the rest in stages.
- Do you support on-premises deployment?
- Yes. We can deploy on the organiser's servers or a designated cloud environment, or use a cloud service.
- What about badges and on-site equipment?
- Badge design, the accreditation system, badge printers and on-site printing services can be delivered together.
- What if something goes wrong during the event?
- We provide on-site and remote support throughout the event and handle issues on the spot.
- Do you work on smaller events?
- Yes. Small and mid-sized events can combine just the modules they need; large events with complex workflows can use on-premises deployment, integrate existing systems and build in phases.
Planning an event?
Tell us the event type, scale and dates, and we'll suggest a module mix and a phased plan.
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