Event Check-In Software, Scored on 9 Onsite Criteria

Key Takeaways

• Three tools tied at the top on 8 of 9: Cvent OnArrival, fielddrive, and Stova. No tool scored 9.
• Out of the 3, fielddrive won the tie-break on check-in methods. It documents all five. Cvent lists no facial recognition, and Stova has no walk-in kiosk registration.
• vFairs scored 7, Accelevents 7, and Expo Pass 6. vFairs also documents all five check-in methods, and Expo Pass and Accelevents are the only two that publish a starting price.
• Our method: one point per criterion, nine criteria, evidence taken only from each vendor's own website or help center 

Most people who attend events turn up in the usual last 30-minute window. At the entrance, if even one of the desks is slow to function, this causes a long queue. The badges are given out late, and so the entire staff ends up spending their time fixing typos instead of helping people.

Event check-in software is therefore intended to prevent this, but since all the vendors say the same thing about their products, it's hard to determine which is telling the truth. Although each of them claims their product is fast, simple, and seamless, none of them explains how it would perform in the event of a real problem—for instance, what would happen if the Wi-Fi connection failed or if two people had the same name.

So we evaluated six event check-in tools based on nine important factors. As you read, you will find the criteria we used for comparison, together with a fair standard by which you can select the right one for your event.

How We Ranked These Event Check-In Systems

We scored every tool on what it does onsite. Not on price, not on brand, and not on review ratings.

Why features? Because there's no one-size-fits all in this scenario. For example, a venue with a poor Internet connection requires a tool with an offline mode, while a large group of people with a fixed arrival time will need self-service kiosks; a frequently changing guest list requires walk-in registration at the registration desk. We recommend scoring each tool according to the criteria that are most important for the event.

We make fielddrive, so we wrote the scoring rules before we looked at a single vendor. Then we applied those same rules to every tool on the list, including our own.

Every point comes from the vendor's own website, help center, or app store listing.

One rule matters more than the others. Where we couldn't find a feature in the vendor's own materials, we scored it 0. That doesn't prove the tool lacks it, so ask each vendor before you decide.

We only scored platforms built for check-in or onsite work. Form builders, spreadsheets, and general ticketing sites were left out, even the popular ones.

Check-In Methods We Scored

Of the nine criteria, five are simply methods of checking in. They work in some situations but do not work in others, and it is precisely the cases in which they fail that should be considered. The following is a short look at how each of the features operates:

1. Self-service kiosk mode

The tablet is set to kiosk mode on the check-in screen, and the attendee then completes the entire event check-in process themselves.

It can be used at any event featuring a clustering of arrivals; with five kiosks, you get five lanes even if you have only five staff members.

It fails on exception – a wrong job title, a missing record, or a VIP badge stops the attendee dead. Always keep one staffed desk beside the kiosks.

2. Walk-In Registration

With walk-in registration, you can sign up and obtain a badge; for some tools, payment is also taken on the spot.

It is especially appropriate for public events such as trade shows and job fairs. But problems arise when walk-ins must share a lane with pre-registered guests, as completing a form can take a long time. A simple solution would be to provide walk-ins with their own lane.

3. Onsite Badge Printing

Attendees can have their badges printed on the spot when they check in, enabling easy identification and allowing us to correct any errors before printing.

The system has difficulty with supplies and hardware, since the entire lane closes whenever the printer jams or the ribbon runs out.

4. Offline Operation

The ability to operate offline means check-ins can be performed even when the network is unavailable. All the updates will then be uploaded to the software as soon as the network connection is restored.

The Wi-Fi at the venue is well known for becoming slow, and having this feature is always useful in such cases. It might, on the other hand, result in data duplication if errors occur during the re-upload.

5. Hardware and Onsite Crew Provisions

The vendor provides the event with kiosks, printers, scanners, and routers, then sends technicians to assemble them and operate them during the event.

This is important since the majority of check-in failures are due to device issues; it has lead time and cost issues. The kit is shipped from a regional hub and may have to wait in customs, delaying delivery.

6. RFID or NFC Credentials

RFID and NFC are standards for reading chips. With RFID, the chip in a badge can be read from a short distance, whereas NFC requires a close touch, similar to that of a contactless bank card.

They are usually found in session rooms rather than at the front door and fail when the badges are issued late, which means that walk-ins and reprints have to be encoded on-site.

7. QR-code scanning

The square barcode in the booking email is the QR code. The attendee holds their phone up so the scanner can read it, and this method works for both regular entry and peak arrival periods.

The quickest way to check in to most events is to scan a QR code. But it doesn't work when people can't locate the email, and it also fails in cases involving cracked screens, low brightness, and creased printouts. Therefore, we cannot depend on QR codes as the sole method.

8. Attendee Name Lookup

The attendee types in the first letters of their name, and the screen then displays the records that match them, allowing them to select their own.

It's suitable for use when people arrive unexpectedly, emails are missing, or last-minute changes are required. It can be used as a safe option whenever a lane is too crowded and requires acceleration.

It does not work when names are duplicated; for instance, if two people are called David Miller, each will be able to see the other's record. Likewise, this method would not work with nicknames or with changed surnames.

9. Facial Recognition

The facial recognition system compares a live image snapped by a camera with one that the attendee uploaded when they signed up. It doesn't require a phone or any kind of code.

It enables returning guests to be accommodated more rapidly and also provides facilities for VIPs and those attending for multiple days.

Facial recognition fails not because of the speed at which it operates, but because of consent. According to Article 9 of the EU GDPR, data from face recognition, when used to verify a person's identity, is classified as Special Category Data. Problems can also arise due to poor lighting and low-quality photographs.

Best Event Check-In Solutions for 2026: Comparison Table 

Why the Top Check-In Solutions Pick Wins

There are three tools with the same highest score of 8 out of 9: Cvent OnArrival, fielddrive, and Stova. vFairs and Accelevents come next with 7, and Expo Pass with 6.

No tool scored 9. All six of them failed to meet at least one criterion, and the criteria they lacked differed. Two do not provide documentation on facial recognition. Three do not provide documentation on RFID/NFC. One does not even describe offline mode.

Each entry below follows the same structure: six features, three advantages, three disadvantages, one score, and one line on its best application scenario. While shortlisting, start from the disadvantages.

1. fielddrive

Fielddrive is an on-site event platform with a robust event check-in system. It manages every entry point from kiosks and check-in to badge printing, along with the professional crew who run them.

Key Features

• Three kiosk models: Apex, Premium, and Edge
• QR, name look-up, opt-in face check-in, and ID Scanning
• Badge printing at the kiosks, and around 6 seconds per badge.
• Offline check-in and offline badge printing
• Syncs with registration platforms and CRMs, including Cvent, Swoogo, and Salesforce.
• Live dashboard with every kiosk, plus session scanning and lead retrieval.

Pros

• All five scored check-in methods, plus government ID Scanning.
• Works offline for both check-in and printing
• An on-site crew comes with every kiosk deployment.

Cons

• No RFID or NFC credentials in our product pages
• No published price. You have to talk to us before you get a figure, whereas Expo Pass and Accelevents already publish a starting number.
• Kiosks ship from six global hubs, so lead times vary by region.

Score: 8/9. Best for large arrival peaks, and a compatible platform for combining.

2. Cvent OnArrival

OnArrival is the on-site arm of Cvent. It reads straight from the Cvent registration data.

Key features

• iPad kiosk mode with a locked check-in screen
• Lookup by name, email, company, or confirmation number
• Register, sign, pay, and print at the kiosk.
• Badges built from live registration data, with reprints
• Optional RFID or NFC badges for session tracking
• Event-in-a-Box, or OnArrival 360, with a project manager.

Pros

• Walk-ins can register and pay at the kiosk.
• Two hardware routes: ship a kit or buy the full service
• Session tracking and capacity limits are built in.

Cons

• Built around Cvent registration data
• No facial recognition on Cvent's own pages
• Kiosk mode may require OnArrival Premium, depending on your contract.

Score: 8/9. Best for teams already running registration on Cvent.

3. Stova

Stova runs check-in through a branded kiosk mode in its iPad app, with badgeNEXT for printing.

Key features

• Kiosk mode with a passcode and your branding
• QR scan or name and email lookup
• Facial recognition kiosks listed for on-site check-in
• badgeNEXT badge editor and on-demand printing
• Offline check-in and printing after the first sync
• RFID Scanners for session attendance and room capacity

Pros

• Both offline check-in and printing are documented.
• Printers connected by Bluetooth, WiFi, or AirPrint.
• Stova supplies kiosks, printers, tablets, scanners, and on-site staff.

Cons

• No walk-in registration at the kiosk in Stova's records
• Little public detail on the facial recognition option
• No documented sync from other registration platforms

Score: 8/9.Best for multi-day events that track session entry and expect weak Wi-Fi.

4. vFairs

vFairs runs kiosks on standard tablets and phones, with a strong face check-in option.

Key features

• Branded kiosks at the reception, with QR or face check-in
• When the attendees register, they upload a picture of their face.
• Employees have the option to search by name and take in walk-ins immediately.
• Runs on standard iPads, tablets, or smartphones
• Works with Epson, Zebra, Brother, and HP printers
• PVC badges on Zebra printers, plus stickers for pre-printed badges

Pros

• All five scored check-in methods are documented.
• No locked-in hardware, so you can use tablets you already have
• vFairs can send technicians to set up and support the event

Cons

• No offline behavior described in vFairs own material
• No RFID or NFC credentials found
• No documented sync from other registration platforms

Score: 7/9.Best for the teams that want face check-ins without buying special hardware

5. Accelevents

Accelevents turns your own tablet into a kiosk and ships a boxed kit for smaller events.

Key features

• Kiosk mode on iPad and Android tablets
• QR scan or attendee detail entry at the kiosk
• Walk-up registration and ticket payment at the kiosk
• RFID check-in by iPhone for pre-programmed badges
• Offline mode for check-in
• On-site kit with iPads, printers, badge stock, and a router

Pros

• A starting price is published on the Accelevents website.
• You can start a free trial without a sales call.
• The kit arrives set up and all ready to use

Cons

• No facial recognition found
• No provision of on-site technicians
• Accelevents recommends the kit for events with fewer than 1,000 attendees, printed in black and white.

Score: 7/9.Best for a single event under 1000 people.

6. Expo Pass

Expo Pass makes its own badges, software, and hardware, and sends them as a single kit.

Key features

• iPad kiosks with QR scan or name search
• On-site registration, data edits, and payment at the kiosks
• Drag-and-drop badge designer with QR codes.
• Full color badges in 4x6 or 4x3
• Kits with iPads, Zebra printers, and backup routers
• Session tracking and exhibitor lead retrieval

Pros

• A starting price is published on the Expo Pass website.
• One supplier owns the print shop, software, and hardware.
• Staff test and ship the kit before the event

Cons

• Kiosk mode works on iPads only, not Android tablets.
•  No facial recognition found
• No offline mode found in Expo Pass's own material

Score:6/9. Best for organizers who want badges, hardware, and software from one supplier.

Event Check-In Software Pricing: Models and What Drives Cost

Four of the six tools do not publish a price. That is normal in this market, and it is worth knowing before you book demos.

Here is what each vendor's own pricing page presented:

The only figures we have been able to find are those published directly by the vendors themselves; we have not made estimates for the rest, and you should therefore be careful about any 'typical range' you come across elsewhere.

The Five Pricing Models

Most quotes are built from some mix of these.

1.    Per attendee or per registrant. You pay for each person on the list, not each person who turns up.

2.    Per event. One fee covers the entire event, regardless of headcount.

3.    Per device or per kiosk. You pay for each check-in station you run.

4.    Hardware rental. Kiosks, printers, scanners, and routers are priced separately from the software.

5.    Onsite staffing. Technicians are charged by the day, plus travel and accommodation.

What Usually Costs Extra

Ask about these by name. They are often quoted as add-ons rather than included.

• Badge stock, lanyards, and printer ribbons
• Color printing, which may need a separate print server
• On-site badge printing hardware and spare printers
• Lead retrieval licenses for exhibitors
• A mobile app, single sign-on, and API access

Ask for the quote split three ways: software, hardware, and people. Two quotes are only comparable once you can see those three lines.

How Do You Choose an Event Check-In Solution?

1. How many people arrive in your busiest hour?

Under 300, a staffed desk with a check-in app will usually suffice. Over 300, you need kiosks. Over 1000, you need kiosks plus a separate walk-in lane.

Divide your peak-hour arrivals by the hourly rate for one kiosk, and add one spare kiosk for emergencies.

2. How much do you trust the venue Wi-Fi?

If the venue is old, remote, or hosting multiple events simultaneously, treat the network as unreliable. Then, offline operation is not optional.

Test it in the demo. Turn off Wi-Fi and mobile data, check someone in, print a badge, then reconnect.

3. Does everyone need a badge on arrival?

If yes, printing speed and reprints matter more than anything else. If your attendees only need entry, a scan-and-go lane is faster and cheaper.

4. Do you need to control access to sessions?

If you cap room numbers or run paid tracks, you need session scanning. RFID or NFC helps here. If not, skip it and save the cost.

5. Who runs the kiosks on the day?

If your team sets up and fixes the hardware, look for a boxed kit and clear setup guides. If not, the vendor must send technicians—price both.

6. Where does your registration data live?

If registration sits on the same platform, the kiosk mode will read it directly. If not, the sync is at risk. Test it with a late registration and an edited record.

Whichever you pick, walk through the whole check-in experience before doors open. Scan, print, and try one deliberate mistake.

Conclusion

Feature lists look all the same. What separates these tools is what takes place when something goes wrong: a lost email, a shared name, or a dropped network connection.

About the nine criteria, fielddrive secured 8 out of 9; Cvent OnArrival and Stova also achieved this score, and fielddrive was ranked highest as a result of the tie-break. Three of the six tools outperformed us in RFID and NFC. Expo Pass and Accelevents led in price transparency.

So instead of drawing a conclusion based on the scores, create a shortlist, and when you book each demo, consider your worst-case scenario.

If you need assistance with kiosks, badge formats, or offline coverage for your next event, speak to our team.