Event Management Platform
How we built a hybrid event platform supporting in-person and virtual attendance — managing 50+ events with 10,000+ attendees and near-perfect QR check-in accuracy.
01 — The Problem
An event company managing 1,000-person events on spreadsheets
An event management company running conferences and corporate events had scaled to the point where their tools couldn't keep up. Ticket sales happened on one platform, check-in used printed lists, virtual attendees joined via untracked Zoom links, and post-event analytics required hours of manual data compilation.
After COVID, they also needed to support hybrid events — with in-person and virtual attendees in the same session — something no existing tool handled cleanly for their workflow.
"Our check-in for a 500-person event was causing 45-minute queues at the door. We needed something that just worked, fast."
— Event Operations Lead
- Paper-based or spreadsheet check-in causing bottlenecks at event entry
- No unified platform for hybrid in-person + virtual attendance
- Speaker management done through email — no central speaker portal
- Zero live attendance analytics during events
- Post-event reporting required 2–3 days of manual work
02 — The Solution
One platform — from ticket to debrief
- QR-Based Check-In
Every ticket generates a unique QR code. Staff use a mobile-optimised scanner to check in attendees in under 3 seconds — with instant validation and duplicate detection. - Hybrid Attendance Support
Events have two attendance modes — in-person (QR check-in) and virtual (WebRTC/streaming link) — managed from a single event dashboard with unified analytics. - Ticketing & Registration
Multiple ticket tiers (Early Bird, VIP, General) with capacity limits, discount codes, group bookings, and automated confirmation emails with QR codes attached. - Speaker Management Portal
Speakers submit their profile, session topic, and presentation files through a self-service portal — no email chasing required from the organiser. - Live Attendance Analytics
Real-time dashboard showing check-in count, no-shows, virtual joins, and session attendance — visible during the event and exported post-event automatically.
03 — Tech Stack
CodeIgniter + MySQL + QR Engine + WebRTC
04 — Timeline
10 weeks to launch
Week 1–2
Event Architecture & Ticketing Model
Designed the event data model, ticket tier structure, and hybrid attendance architecture.
Week 3–7
Core Platform Build
Event creation, ticketing engine, QR generation, mobile check-in scanner, and speaker portal.
Week 8–9
Virtual Attendance & Analytics
WebRTC virtual attendance integration, live dashboard, and automated post-event report generation.
Week 10
Load Test & Go Live
Simulated 1,000 simultaneous check-ins to validate QR scanner throughput. Went live on schedule.
05 — Results