Illustrative scenario · College fests & alumni
An illustrative plan, not a convocation we have run: how Sociana would run a university's convocation day for 1,200 graduands and the alumni meet the evening after. Graduands confirm attendance and guests, collect a QR pass for the hall, find their block and row, and share a poster. Alumni buy a seat at the dinner in the app, reconnect through a directory, and everyone finds their photos in albums afterwards.
Hero screens: Real screen from GCOO Conclave 2026: Login, mobile number Send OTP · Real screen from Lakshya 26: Profile, personal QR and account · Real screen from HCCB Partners Meet 2026: Venue Map, hotel zones and banquet seating.
A private university holds its annual convocation in a 2,000-seat auditorium with an overflow hall on screen. Graduands sit by school and degree in a fixed order, because names are called in sequence. Each may bring two guests, and the gates have to tell graduands, guests and faculty apart. The next evening the alumni office hosts a paid dinner on the lawns for 600 former students, and wants a directory that outlives the night.
The registrar's list is the source of truth. A graduand who has not cleared dues does not appear, so the app cannot promise a seat the office will not give. Each confirmed graduand gets their own pass and two guest passes to forward. Seating is published by block and row a week out, alongside a short do's and don'ts on gowns and timings. The alumni evening uses the same app with a different group, so one install covers both days.
Modules
Each module exists in the platform today. Where a public screen exists, it comes from another Sociana app and is captioned with that app's name.
Only graduands on the registrar's list can sign in; a request from anyone else goes to the office for approval.
Concept, not a screenshot
Confirm your attendance
Sign-in with the phone or email the university holds, for graduands and alumni alike.
A pass per graduand and per guest, each with its own gate and time window; faculty passes open the stage-side entry.
Block and row per graduand published a week out, plus a campus map with gates, parking and the gown counter.
A shareable poster with the graduand's photo and degree, the post every family wants to make anyway.
Alumni dinner seats sold in the app through Razorpay, with batch-wise tables and invoices.
An alumni directory with search by batch and city and chat requests the other person accepts.
Albums by school from the official photographers, with downloads on.
Optional, opt-in: a selfie search across the convocation albums so a graduand finds the moment on stage without scrolling.
Run plan
Six to one weeks before
Convocation day
Alumni evening
Week after
Team
| Role | People | What they do |
|---|---|---|
| Delivery lead | 1 | Plans with the registrar's and alumni offices. |
| Data and seating | 1 | Graduand import, sequence, seating and pass rules. |
| App build | 1 | University branding, maps, poster and dinner ticketing. |
| Gate volunteers | 20 (university's) | Scan passes at each gate on their own phones. |
Timeline
For the organiser
Who confirmed, who did not, and guest passes forwarded, by school and degree.
Scans by gate and pass type, so the overflow hall opens at the right moment.
Dinner seats sold by batch with payments matched, settled to the university's account.
Risks
A graduand's name is missing on the day.
The registrar's desk adds them in the admin panel and the pass appears on their phone in minutes.
Guests forward passes to more people.
Each guest pass scans once; a second scan shows the time it was used.
The auditorium fills early.
Live counts by gate, and a push to remaining guests directing them to the overflow hall.
Older guests without smartphones.
Volunteers check them in by name at a help gate.
Price band
Built from the public price list on the Event & Hospitality package. Your quote would be itemised against the same lines.
| Line | Low | High |
|---|---|---|
| Event & Hospitality packageup to 500 people | ₹1,40,000 | ₹1,40,000 |
| 1,300 people above the 500 includedper-person ladder on the price list | ₹23,400 | ₹23,400 |
| Ticketing for the paid alumni dinnerset-up fee; 0% Sociana commission | ₹25,000 | ₹25,000 |
| Smart Lens photo finder (optional, opt-in)₹25 per user, minimum ₹10,000 | ₹0 | ₹45,000 |
| Band | ₹1,88,400 | ₹2,33,400 |
Real events
Customer stories from events we did run, which used the modules this plan relies on.
Questions
No. This is an illustrative plan built from modules that run today; the screens shown come from other Sociana apps and are captioned with their app.
Yes. Graduands, guests and alumni sit in different groups, so each sees their own passes, timings and content in one installation.
A help gate checks them in by name against the graduand's guest list, and a volunteer scans them in manually so the hall count stays right.
The university decides the seating; we publish each graduand's block and row in the app a week before, alongside the map.
Send us your date, city and headcount. We will turn this plan into yours, with an itemised quote within one working day.