Template · free
Attendance activity plan
A plan that decides, before the event, where attendance will be scanned and what each scan earns. Twenty-two checkpoints cover entry, sessions, meals, activities and exit, with the staff, QR type and points value for each one.
No sign-up needed.
Who it is for
- Corporate event managers who must report attendance by session
- HR and L&D leads who tie participation to points
- Event desk leads staffing scan points on the day
How to use it
- List the checkpoints that matter to the report you owe someone, and strike the rest.
- For each kept row pick the QR type: personal pass scanned by staff, or a static code scanned by attendees.
- Set points only where you want behaviour to change; leave entry and exit at zero.
- Walk the venue with the plan and mark where network will be weak, then choose an offline fallback.
The contents
| Checkpoint | Moment | QR type | Staffed by | Points |
|---|---|---|---|---|
| Venue gate | Arrival Day 1 | Personal pass | Gate team | 0 |
| Registration desk | Arrival Day 1 | Personal pass | Event desk | 0 |
| Welcome lounge | Before opening | Static code | Self | 5 |
| Opening plenary | Day 1 morning | Static code | Self | 10 |
| Tea break sponsor stall | Day 1 morning | Static code | Sponsor | 5 |
| Breakout A | Day 1 late morning | Static code | Room monitor | 10 |
| Breakout B | Day 1 late morning | Static code | Room monitor | 10 |
| Lunch hall | Day 1 afternoon | Personal pass | Venue lead | 0 |
| Product demo zone | Day 1 afternoon | Static code | Demo lead | 10 |
| Leadership talk | Day 1 afternoon | Static code | Self | 10 |
| Team activity start | Day 1 evening | Personal pass | Facilitator | 5 |
| Team activity finish | Day 1 evening | Personal pass | Facilitator | 15 |
| Gala dinner entry | Day 1 night | Personal pass | Gate team | 0 |
| Breakfast hall | Day 2 morning | Personal pass | Venue lead | 0 |
| Keynote | Day 2 morning | Static code | Self | 10 |
| Workshop 1 | Day 2 late morning | Static code | Workshop lead | 15 |
| Workshop 2 | Day 2 late morning | Static code | Workshop lead | 15 |
| Wellness corner | Day 2 midday | Static code | Wellness team | 10 |
| Feedback desk | Day 2 afternoon | Static code | Event desk | 10 |
| Awards ceremony | Day 2 evening | Static code | Self | 10 |
| Photo booth | Day 2 evening | Static code | Booth crew | 5 |
| Exit scan | Departure | Personal pass | Gate team | 0 |
Where it has been used
It draws on how attendance and activity scans were organised for annual meets and a health-and-wellness programme, where scan data fed the post-event report.
Questions people ask
Should attendees scan or should staff scan?
Use staff scanning for entry and anything that needs identity checking, and attendee scanning of a posted QR for sessions and activities where queues would otherwise form.
Do scans need points attached?
No. Attendance is a record first. Add points where you want a nudge, such as the first morning session, and keep the amounts small so one activity does not dominate the leaderboard.
What if the venue has poor signal?
Plan a fallback per checkpoint: a printed backup list for entry, and a short window after the session for attendees to scan once they have signal. Note the fallback in the last column.
Want this running inside your event app?
Sociana turns lists like this into live screens, requests and reminders for your guests and your desk. A 20-minute walkthrough shows how.