AI Horizon entrance and VIP guide

Organiser preparation

Open your event in Studio and choose Exhibition operations. Create named locations such as Main entrance, Breakout room 1 and VIP reception, with the appropriate location type. Names describe real locations; they do not give visitors permission by themselves.

Invite each crew member by their own email address and choose their assigned location. They verify that email and accept the invitation before using crew tools. Assign existing members through the searchable crew and location controls. Never share one person's crew account between several scanners if you need meaningful individual performance figures.

For VIP reception, select the confirmed visitor and explicitly approve their access. A ticket named “VIP” does not independently grant location permission. Remove access when the invitation or assignment changes. The live scanner must reflect that change before admitting the visitor.

Two registration QR links

Use the event's booking link with ?source=brochure on the online brochure and ?source=entrance on the entrance sign. Both links lead to the same registration process. The source describes how registration started; it is not proof that the person attended or physically scanned a particular sign.

The entrance QR is an on-site registration link, not an internet-free registration system. Keep venue Wi-Fi or mobile data available and provide an organiser help point for visitors without a working device or email access.

Visitor steps

1. Scan the brochure or entrance QR and sign in using an email code, or Google when it is configured.
2. Enter your full name, mobile number with country code, nationality, country travelling from, and whether you are visiting for business or as a member of the public. Nationality is required and is separate from travel origin. Business visitors also enter their company or organisation. Job title and visit purpose provide additional context. The selected pass may add published questions; answer each required question before continuing.
3. Complete registration. Free tickets confirm immediately; paid tickets require confirmed payment.
4. Open your event ticket in your account and show its QR to the entrance crew. Keep the ticket available before reaching the door.
5. Your confirmation email contains the ticket QR and a link back to your account ticket. If delivery is delayed, the account ticket remains available. Use the resend control after its cooldown.

The QR represents your event ticket. Separate workshop bookings may still issue separate tickets; this is not a universal account QR valid for every event or room.

The web app may offer optional push notifications when device permission is granted and the deployment has all three VAPID settings. Alerts are generic; the account inbox remains the durable event-update record. On iOS, add the web app to the Home Screen first. Provider delivery has not been tested for this local candidate.

Crew steps

1. Open the invitation sent to your email, verify that email and accept the invitation.
2. Set your crew password. Later, use Crew sign-in; email-code sign-in remains a recovery path.
3. Open Crew and select the assigned event and location. Check the location name before every shift.
4. Scan the visitor's ticket QR. Use manual code entry if the camera cannot read it.
5. Admit only after an Accepted result. Already checked in is a duplicate, not an additional visitor. Access denied requires organiser review; do not bypass VIP permission by choosing another location.

If the connection fails, reconnect and retry. Do not treat an unsaved scan as confirmed admission. Never clear browser storage while older offline scans remain unsynchronised.

Organiser reporting

Review entrance attendance separately from location visits and crew admissions. One person may visit several locations; adding every location count does not produce unique exhibition visitors. Repeated scans must not increase a crew member's successful-admission count.

The trade fair report uses checked-in visitors, country and trade/public classification. Complete exhibitor country, net space, gross floor space, event edition and sales evidence separately. Registration-source figures help compare brochure and on-site registrations, but do not replace attendance evidence.

Arrange the applicable MATRADE endorsement and external auditor checks with the organiser. A generated CSV does not establish endorsement, grant eligibility, auditor approval or submission.

Staff QR scanning, multipass support and recruitment workflows remain pending and are not implemented in this guide's operating flow.

Before opening the doors

Rehearse with separate organiser, crew, public-visitor and VIP accounts. Verify invitation delivery, correct email acceptance, password/OTP recovery, both registration sources, QR email delivery, camera scanning, duplicate scans, denied VIP entry, revoked access and report totals. Test the actual venue connection and devices; local automated tests alone do not certify the event-day journey.