Guides
How-to guides for event organisers
Step-by-step guides from the events we run: what to prepare, which settings to choose and what usually goes wrong on the day.
Running the event
Event gamification ideas that work in India
Twelve event gamification ideas for Indian corporate offsites and meets, from QR hunts to team boards, with how to pick, price and run them.
Fun activities for wedding guests on an app
Wedding guest activities that work on a phone: crosswords, riddles, Mad Libs, side-versus-side contests, wishes and memory prompts, paced over weeks.
How long does it take to set up an event app? A launch timeline from brief to store
A realistic timeline for launching a branded event app: brief, data, configuration, store submission and rehearsal, with typical days by occasion type.
How many push notifications are too many at an event?
A practical notification budget for conferences: three tiers, a daily ceiling per audience, quiet hours and a review loop so push stays worth opening.
How to assign liaison officers to delegates
Assign liaison officers (LOs) to delegates for a government or protocol event: mapping, briefing, what each side sees, escalation and handover.
How to brand a game with company mascots and products
Brand a custom event game with your mascot, products and values: brief, content, scoring, review, launch cadence and how to keep play fair and on message.
How to check in guests with QR codes, step by step
Set up QR check-in from registration to scan: personal QR on the phone, an organiser scanner, present and absent counts, and a manual fallback.
How to collect ID documents from guests securely
Collect guest ID documents without WhatsApp sprawl: what to ask, consent wording, in-app upload, access limits, verification, retention and deletion.
How to collect PNRs, flights and ID documents from 400 delegates in 72 hours
A step plan for collecting PNRs, flight details and ID documents from a delegate list in three days, then verifying them in one live sheet.
How to collect session feedback at a conference
Collect session feedback that speakers can use: per-session forms, unlock after the talk, short questions, points for completion and how to share results.
How to configure attendance activities, time windows and points for a corporate meet
Model entry, dinner and return bus as activities, set time windows and repeat limits, and decide when a scan awards leaderboard points.
How to create an I-Am-Attending poster campaign
Turn every registered attendee into a small advertisement: set up an I-Am-Attending poster, time the prompt, brief attendees and track shares.
How to decide between a single-event app and a multi-event app
When one branded app per occasion fits, when one app hosting many occasions fits, and how store submission changes the choice for agencies and associations.
How to design a points system for an event
Design an event points system: what earns points, caps, wallet versus leaderboard, staff exclusion and audit, with a worked rule table.
How to do lead retrieval at a trade show without renting scanners
Run trade-show lead retrieval from visitors' phones and exhibitors' phones: what to replace, how scans become leads and how to export for follow-up.
How to do self check-in at a conference without staff at the door
Let delegates check themselves in at a conference: when self check-in fits, how to set rules, what to keep staffed and how to catch misuse.
How to engage employees at an annual meet: quizzes, Ask the CEO and a memories gallery
Use quizzes switched on from the stage, a leadership question line, feedback forms and a memories gallery to make an internal annual meet two-way.
How to export event data to Google Sheets: registrations, scans, scores and submissions
Choose which data sets leave the app, connect a Google Sheet you own, set fields and cadence, and keep sharing safe. Set up with the Sociana team.
How to gamify a conference without trivialising it
A staged plan for conference gamification: pick the behaviours, choose two or three games, set points and a wallet, publish rules and protect fairness.
How to get a WhatsApp template approved for event messages
Write event WhatsApp templates that pass review: pick the right category, use clear variables, avoid common rejections and plan for the wait.
How to get an attendance report after an event, and what should be in it
What a useful attendance report contains, how to export it per activity with scanner and time, how to define attended, and how to share it with HR and finance.
How to handle attendee data privacy for an event app in India
A privacy workflow for organisers: map the data, collect less, gate login with a privacy policy, limit roles, set retention and answer deletion requests.
How to help attendees network at a conference: directory, chat requests and QR contacts
Open a searchable delegate directory, require accepted chat requests, add QR contact exchange, seed introductions and moderate. There is no AI matchmaking.
How to keep attendees engaged during a 3-day conference
A day-by-day engagement plan for a three-day conference: a Day 1 hook, a Day 2 slump fix, a Day 3 finish, with polls, quizzes, games and notices paced by group.
How to launch a branded event app in 10 days: a day-by-day plan
A day-by-day plan to take a branded event app from brief to launch in ten days: configuration, content, login, store submission and rehearsal.
How to let an emcee trigger polls from a phone
Give the emcee control of live polls and quizzes from a phone: manager role, pre-loaded questions, visibility switches, cue sheet and a rehearsal plan.
How to make a wedding app for guests without building one yourself
Make a wedding guest app by configuring one instead of coding it: choose features, brand it, import guests, test and launch, with what to skip.
How to manage a dealer meet with an app: a T-90 to T+7 operating plan
An operating plan for an Indian dealer or distributor meet: lists and groups, invitations, travel, entry, awards, polls, feedback and the follow-up report.
How to manage airport pickups for 300 delegates
Plan airport pickups for 300 delegates: collect flight details, build an arrival manifest, assign vehicles and liaison, publish pickup cards, log exceptions.
How to manage bride-side and groom-side guests separately
Manage bride-side and groom-side wedding guests with groups: who sees what, side-specific notices, shared functions, friendly contests and privacy.
How to manage delegations by zone at a dealer conference
Capture zone and city at registration, turn them into groups, send zone-specific notices and read attendance and completeness per delegation after the event.
How to manage destination wedding logistics in Jaipur
Destination wedding logistics for Jaipur, Udaipur or Goa: guest travel, room blocks, transfers, function schedule and one place for every guest to look.
How to manage dinner and bus check-ins at an offsite with sub-activities
Use sub-activities to check guests into dinner, each coach and the return trip at an offsite, with time windows, repeat limits and live counts.
How to manage entry for a wedding with 1,500 guests
A practical plan for wedding guest entry: guest list, QR entry pass, function-wise gates, family lanes and a manual fallback for 1,500 guests.
How to manage guest flights and hotels for an incentive trip or conclave
Run guest flights, hotels and pickups for an incentive trip or conclave: collect, build the rooming sheet, publish personal cards and handle changes.
How to manage plus-ones and companions
Manage plus-ones and companions at weddings and events: guest list rules, registration, rooms, pickups, passes, dietary needs and last-minute changes.
How to measure event ROI: pick the measures first, then read them from the app
Define the event purpose, pick five signals with denominators, collect them in the app and report cost against outcome without inventing numbers.
How to migrate from Whova or Cvent to a configurable platform
Export your registrants, map fields, rebuild agenda and groups, run a parallel test and brief members. A migration plan for associations.
How to offer bookable meeting rooms at a conference with payment and booking limits
Offer paid meeting-room slots at a conference: set rooms, slots, prices and a per-guest cap, collect GST details and pay by Razorpay, then report.
How to onboard exhibitors to My Stall and capture consented leads
Onboard every exhibitor to My Stall in one session: stall profile, team members, visitor QR scans, notes and a post-show lead export.
How to organise a stepathon for employees: teams, caps, boosts and fair play
Set a start date, daily goals and caps, form teams, add boost days and streaks, block manual entries and review unusual days so a stepathon stays fair.
How to plan a 30-day team step challenge with targets and a journey finale
A planning sequence for a 30-day corporate step challenge: teams, daily targets, caps, boosts, a journey to a finale and the reports HR will ask for.
How to plan a wedding guest app's content from invitation to thank-you
A content calendar for a wedding guest app: what to publish at 75, 30, 7 and 2 days out, on the day and afterwards, with moderation and privacy settled first.
How to plan an incentive trip for top performers
Plan an incentive trip for top performers: qualification, pre-trip engagement, documents, itinerary, on-trip app and post-trip follow-up for Indian teams.
How to prevent gate-crashers with a digital entry pass
Tie entry to a registered list, issue personal QR passes, set time windows and repeat-scan limits per function, and staff a calm lookup lane for exceptions.
How to qualify leads at a stall: scan, note, tag and export the same day
Scan each visitor from their own QR, write a one-line note, mark a lead or a visit, review the scan log each evening and export to your CRM through Sheets.
How to reconcile PNRs with arrival lists so no delegate is lost at the airport
Match declared PNRs against arrival lists, flag exceptions early and run arrival day from one sheet, so pickups, rooms and welcome desks stay in step.
How to register dealers for a conference with QR cards
Collect dealer details once, issue each dealer a personal QR pass tied to the registered list, scan at the door by zone and reconcile no-shows afterwards.
How to replace hospitality spreadsheets with a request, publish and verify workflow
Move a 200-person hospitality master sheet into a request, publish and verify workflow where delegates answer themselves and the desk sees status.
How to report event outcomes to leadership in one page
A one-page structure for event reports: purpose, five numbers with denominators, cost per attendee, lessons and the decision you need, built from app exports.
How to restrict sessions to ticket holders with ticket-linked access
Limit sessions, chat and entry to people who hold the right ticket: set ticket types, link access rules, check at the door and read the access list.
How to review and approve AI session summaries before members see them
A review workflow for AI-drafted conference session summaries: who approves, what to check, how to edit and what is recorded when you publish.
How to run a KBC-style quiz at a dealer meet
Run a Kaun Banega Crorepati style quiz at a dealer or partner meet: question ladder, lifelines, hot seat, audience poll and live scoring on the venue screen.
How to run a leaderboard competition at an offsite
Run a leaderboard competition at a corporate offsite: team formation, scoring, daily updates, fairness checks and a clean finish on the last evening.
How to run a no-login live poll on an LED wall at a dealer or partner meet
Set up a live poll that the room answers from a QR code on the LED wall, with no app install, and watch results update on the venue screen.
How to run a partner meet with separate content for partners and employees
Map every number to Partners or Employees before launch, scope the feed, polls, notices and quizzes by group, and test each module as both audiences.
How to run a QR scavenger hunt at a venue
The technical set-up of a QR scavenger hunt: marker design, printing, placement, scan limits, step order, testing and what to do when a code fails.
How to run a reward store at an event
Plan an on-site reward store: pricing items in points, stock and limits, QR redemption at the counter, wallet versus rank and cash-out of leftovers.
How to run a sales kickoff (SKO) app: agenda, quizzes, leaderboard and recognition
Set up a sales kickoff app with a live agenda, hidden-until-reveal quizzes, a leaderboard and recognition, then run it from the stage with Manager tools.
How to run a social wall at an event
Set up a social wall for an exhibition or conference: hashtag, approval queue, screen placement, brand safety and what to do when the feed goes quiet.
How to run a step challenge at work: the weekly rhythm that keeps people walking
Run a workplace step challenge week by week: launch support, daily dashboard habits, mid-point boosts, team chat prompts, recognition and a clean close.
How to run a treasure hunt at a corporate event
Plan a corporate treasure hunt: theme and story, mixed teams, clue design, safety, scoring and a debrief that turns it into team connection.
How to run a virtual journey challenge: walk to Phuket, one step at a time
Turn team steps into distance along a route to a finale, set weekly pace, show journey progress on one screen and keep fairness with sync pauses and caps.
How to run a wedding guest directory without sharing numbers
Run a wedding guest directory without sharing phone numbers: profiles, chat requests, QR contact exchange, visibility rules and privacy.
How to run a Who Am I game for networking
Run a Who Am I networking game at a dealer or partner meet: clue design, matching people and clues, group mixing, timing and scoring that rewards conversation.
How to run a word cloud on the big screen
Run a live word cloud at a keynote or town hall: prompt design, QR entry, moderation, screen layout and how to read the result in front of a room.
How to run an AI photo booth activation
Run an AI avatar or selfie booth at a corporate event as software on guests' phones: personas, consent, fallbacks, screens and what not to promise.
How to run an event app when the venue Wi-Fi is poor
Plan for weak connectivity: stage content early, use cached documents and offline phrasebooks, say what needs a network and keep a manual fallback.
How to run attendance for a multi-day conference
Model each day, session and meal as an activity, set daily windows and eligibility, scan per lane, read numbers each evening and export a clean record.
How to run audience voting without an app download
Run audience voting at an awards night or town hall with a QR code and no app install: set-up, one vote per person, screens, moderation and results.
How to run awards voting with a jury and audience
Combine jury scoring and audience voting for an awards night: weighting, nominee setup, conflict rules, no-login votes, reveal control and an audit trail.
How to run bingo at a conference
Run conference bingo as a networking and attention game: card design, squares that make people talk, rules, prizes and fair scoring in a large hall.
How to run games when venue Wi-Fi is poor
Plan event games for weak venue Wi-Fi: test signal, pick offline-capable formats, cache content, set expectations and keep a paper fallback for incentive trips.
How to run hospitality for a government or defence workshop
Hospitality for a government or defence workshop: credentials, delegate lists, cab and hotel details, liaison officers, offline guides, SOS and records.
How to run polls only for a specific group
Run group-scoped polls at a partner meet: map members to groups, choose which group sees which question, test visibility and avoid leaks between audiences.
How to schedule announcements by group across a 3-day partner meet
Plan and schedule push announcements for each day of a three-day meet, targeted by group, with a cadence table and checks on timing and wording.
How to scope a feed for partners vs employees in the same event app
Map people to groups, decide what each group sees and test feed, polls and notifications separately, so partners and staff share one app.
How to send bulk WhatsApp invitations for a corporate or partner event
Send event invitations on WhatsApp with approved templates, group segments, delivery logs and a four-message sequence that ends with a QR entry link.
How to send OTP on WhatsApp instead of SMS for your event app login
Choose between WhatsApp OTP, SMS OTP and email OTP for event login: when each fits, what to set up, what to budget and how to configure fallbacks.
How to send wedding invitations on WhatsApp in bulk, with RSVPs and a guest app link
Send wedding invitations to hundreds of guests on WhatsApp using approved templates, a personal link and a sequence that ends with travel details.
How to set up a hospitality desk for a conclave
Set up a hospitality desk for an executive conclave: roles, shifts, request routing, SOS and help routes, scripts, escalation and the end-of-day review.
How to set up an agency app that serves many clients
One agency-branded app, a separate occasion per client: structure, join codes, per-occasion branding, roles, support routing and a handover routine.
How to set up Delegate ID + PIN login for a government workshop
Issue Delegate IDs and Access PINs from the secretariat, add OTP and request-access fallbacks, and keep hospitality and help-desk screens ready for delegates.
How to share wedding photos with guests using face recognition
Share wedding photos with each guest through a selfie-based photo finder: upload workflow, consent wording, albums, download controls and what to tell families.
How to stop cheating in a step challenge: caps, flags and manual-entry exclusion
Keep a step leaderboard honest with daily caps, unusual-day flags, manual-entry exclusion and transparent admin corrections, without policing people.
How to stop duplicate entries with QR passes: repeat-scan limits that work
Why a QR pass gets scanned twice, how a repeat-scan limit and activity rules prevent double entry, and how to read attempts against unique accepted attendance.
How to summarise conference sessions with AI, and keep a human in charge
Draft session summaries with AI, then review, edit and approve each one before members see it. A workflow for associations that protects speakers and accuracy.
How to take attendance for 2,000 employees quickly: lanes, scanners and a throughput plan
Plan fast QR attendance for a large employee event: pre-registration, personal QR, lane and scanner counts, a manual lane and a rehearsal.
How to track hospitality completeness before an event
Track hospitality completeness before an event: define the fields, set pending-provided-verified states, report by group, chase gaps and decide a cut-off date.
How to use badges and streaks to drive participation
Use badges and streaks in a step challenge or programme: define streak rules, set goals, handle missed days, and pair recognition with points.
Is face recognition at events legal in India? Consent, storage and deletion
What organisers should settle before using face matching at an Indian event: DPDP Act timeline, opt-in consent, retention, deletion and what to ask a vendor.
What is a good activation rate for an event app? How to define, read and lift it
Activation rate is signed-in invitees divided by eligible invitees. There is no verified benchmark, so here is how to define it, set a target and raise it.
What to do after the event: reconciliation, exports and archive
A seven-day after-event routine: reconcile arrivals and scans, close hospitality gaps, export records, send thanks, archive and delete on schedule.
What to do when a guest's QR code does not scan: seven fallbacks
Seven calm fallbacks for a failed QR scan at a wedding or function, from reopening the pass to a name lookup, so the line moves and the record stays whole.
By industry
How much does an event app cost in India? What drives the price
What drives event app pricing in India: pricing model, audience size, modules, messaging and managed operations, plus a way to build your own estimate.
How to choose an event app: a buyer's guide for Indian organisers
Choose an event app by starting from your occasion, login model and support needs, then score shortlisted vendors against a short checklist.
How to get attendees to use the event app: a pre-event adoption plan
Raise event app adoption with a pre-event sequence, low-friction login, a reason to open on day one and a measure of activation rate you can defend.
How to increase engagement at conferences with polls, word clouds and a points board
A session-by-session plan to raise conference engagement: polls and word clouds on screen, feedback after each session, points and one visible leaderboard.
How to track attendance at a corporate event and report it with denominators
Track corporate event attendance from invite list to report: identities, activities, scanning, late arrivals and the numbers HR and finance ask for.
How to write an RFP for an event app: sections, questions and a scorecard
Write an event app RFP that vendors can answer fairly: scope, must-haves, data and security questions, pricing format and a weighted scorecard.
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