Published
June 14, 2024

Session Scanning: How It Works and Why It's Essential for Modern Events

Session scanning tools are essential for a modern-day event. They not only help organizers improve access control for their sessions, but they also provide critical insights that can be leveraged to improve future events. Learn more about session scanning tools and how they can benefit event organizers such as yourself in this blog post.

Session scanning technology not only helps event organizers with access control, but it also helps them track attendance and get critical data about their sessions. This data can be used to gain insights about the sessions, such as attendee engagement level, peak check-in time, etc. These insights can then be leveraged to understand attendee behavior and interests in certain sessions, thus allowing you to make required changes to your next sessions.  

Session scanning can help you streamline and simplify your events while helping you enhance your understanding of your attendees. In this blog post, we will venture to understand what session scanning really is, what are its benefits for organizers and attendees and how you can pick the best session scanning tool for your event.

What Is Session Scanning?

Session scanning is an event session management technology that allows you to track attendee participation and engagement at individual sessions or activities during your event. The session scanning technology typically involves using QR codes, RFID (Radio Frequency Identification) tags, or mobile apps that attendees can use to check in or scan when entering and exiting a session room.

This simple yet powerful technology provides you with real-time data on session attendance, enabling you to make informed decisions and optimize the event experience on the fly.

How Does Session Scanning Work?

The process of session scanning is straightforward and can be implemented in various ways depending on your event's needs and the technology you choose to employ.

Session Setup

Before your event kicks off, you'll set up each session in your event session management platform or mobile app. This involves assigning a unique QR code or RFID tag to each session and linking it to the corresponding session details, such as the session name, time, location, and capacity.

Attendee Registration

When attendees register for your event, they'll have the option to pre-select the sessions they want to attend. During the registration process, they'll receive a digital ticket or confirmation email containing their personalized QR code or RFID information.

Session Check-In 

On the day of the event, attendees will arrive at the session venue and present their digital ticket or event badge containing the QR code or RFID tag. Event staff can quickly scan the code or tag using a handheld scanner or a smartphone equipped with a scanning app to check attendees into the session.

Real-Time Tracking

As attendees check into sessions, their attendance data is captured in real-time and synced to your event session management platform or database. This allows you to monitor session capacity, track attendance trends, and make data-driven decisions on the fly.

Benefits of Session Scanning for Event Organizers

Session scanning offers numerous benefits:

Gauge Session Popularity and Attendee Engagement

fielddrive’s session scanning goes beyond just tracking attendance. It reveals which sessions are attracting the most participants, allowing you to understand what resonates with your audience. This data helps you curate more engaging content for future events, focusing on topics that generate genuine interest.

Foster Attendee Accountability and Networking

Knowing their attendance is being tracked through session scanning technology can incentivize attendees to be more mindful of the sessions they signed up for. It also creates opportunities for spontaneous networking as attendees with similar session preferences might connect before or after the session.

Gather Valuable Data for Continuous Improvement

fielddrive’s session scanning data paints a clear picture of attendee behavior. By analyzing data like session attendance patterns, session duration spent, and attendee demographics, you can identify areas for improvement in your event session management. 

Read More: How To Leverage Real-Time Analytics To Better Position Yourself for Dynamic Event Management?

Enhance Security and Access Control

Session scanning technology can be integrated with access control systems. This ensures that only registered attendees access the sessions, thus creating a more secure and controlled environment, especially for sessions with limited capacity.

Personalize the Event Experience

Session scanning can also be used to provide attendees with personalized recommendations for upcoming sessions based on their past attendance and interests.

Generate Credibility and Value for Sponsors & Speakers

Session scanning data provides concrete evidence of session attendance through session scanning technology. This valuable information can be shared with sponsors and speakers, demonstrating the reach and engagement of their presentations. It can also be used to negotiate better deals for future events.

Benefits of Session Scanning for Attendees

If you think session scanning technology is only for the event organizers, you need to hear the rest! Session scanning technology benefits event organizers and enhances the overall attendee experience. Here are some compelling benefits of session scanning for attendees: 

Reduced Wait Times

Efficient scanning processes at session entry points can minimize wait times, allowing attendees to seamlessly transition between sessions.

Personalized Recommendations

Some event session management systems can provide attendees with personalized recommendations for upcoming sessions based on their interests, optimizing their learning experience.

Improved Networking Opportunities

Knowing which sessions their peers are attending through session scanning data can help attendees identify potential networking opportunities with like-minded individuals.

Key Features of Session Scanning Technology

Choosing the right session scanning technology empowers you to streamline your event operations and gain valuable insights. Here's a breakdown of key features of session scanning technology to ensure you select a solution that perfectly complements your event needs:

Real-Time Data & Actionable Insights

Get a live pulse on your event! Session scanning provides access to real-time session attendance data. This lets you see which sessions are buzzing and which might need adjustments.

Effortless Integration with Existing Tools

Don't juggle multiple platforms! Look for session scanning technology that integrates seamlessly with your existing event management platform. This ensures a cohesive experience for both you and your attendees.

Track Attendance for Certifications

Simplify the process for attendees pursuing continuing education credits or certifications by choosing a session scanning solution that allows you to track attendance for these programs. This eliminates the need for manual sign-in sheets and ensures accurate records for certification purposes. 

Ironclad Data Security & Privacy

The chosen session scanning technology should have robust data security and privacy measures. Look for features like encryption, secure data storage practices, and compliance with relevant data privacy regulations. 

Tailor the Experience to Your Brand

Many session scanning solutions offer customization options to match your branding and event theme. You can customize badge design, scanning prompts, and reports to create a cohesive experience that reflects your brand identity.

Choosing the Right Session Scanning Technology

With the numerous benefits of session scanning for attendees and event organizers, it's clear that implementing this technology can be a game-changer for your events. However, choosing the right solution is crucial to ensure a seamless and effective implementation.

When evaluating session scanning options, consider factors such as ease of use for attendees, integration with your existing event management platforms, data security & privacy measures, and the level of customization and reporting capabilities offered.

Conclusion

In today's competitive event landscape, staying ahead of the curve is essential. Session scanning technology offers a powerful tool to elevate your events, providing valuable insights and enabling you to create truly personalized and engaging experiences for your attendees.

At fielddrive, we understand the unique needs of event organizers and companies hosting live events. Our comprehensive suite of event technology solutions includes advanced session scanning tools that can be tailored to your specific requirements.

Partner with fielddrive today and discover how our session scanning solutions, combined with our event technology offerings, can transform the way you plan, execute, and measure the success of your events. Request a proposal today!

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