ScanPods - Empowering event entry, verification and scanning

Contact-free event entry with ScanPods

ScanPods use clever tech to deliver an improved user experience at the same time as increasing the efficiency and performance of your event entry process. Not only that, these free-standing wifi-enabled units can be used for entry, verification and scanning. Use them around your event, wherever you need to manage the flow of your attendees.

  • ScanPods work with BARCODES from mobile devices, badges or paper printouts.
  • They provide a contact-free experience.
  • The ScanPod allows attendees to self-scan their badge on entry to an event and at key check points such as entry to seminars.
  • The data collected provides event organisers with detailed measurement and reporting outputs.

Managing event attendance has evolved

Managing attendance at an event has evolved and with it the tech to deliver a smooth, uninterrupted experience. The desire to reduce touchpoints without compromising the level of data that can be acquired has resulted in the development of these sleek, portable units.

The ScanPod gives event organisers the data they need to measure the performance of their event, meeting or conference programme and at the same time, a reduction in physical touchpoints.

What's more, the ScanPod unit is wifi enabled which means you can position them around the venue, wherever you need to gather data.

The tech behind them has the power and the tools to manage entry scanning, session/seminar scanning, attendance and capacity control, verification scanning, access control and more!

Managing event attendance has evolved

Entry scanning

Allows your visitor to present a barcode to scan on entry to the event. Enables the event organiser to obtain attendance reports.

Session/Seminar scanning

Attendance – record attendance at sessions, visitors scan their badge before entering the session room.

Capacity control – for capacity-controlled sessions, see at a glance if the person is booked for that session and can enter the room. If the attendee hasn't booked and there is capacity remaining you can allow entry. If the attendee hasn't booked and there isn't capacity you can refuse entry.

Verification scanning

Verify the status of the visitor for specific activities or privileges such as a lunch entry, VIP bag, session entry and more.

Access control – confirm the visitor status for entry on a specific date or for access to specific areas.

Print scanning – allow badge collection from a designated badge collection point.


Call us now to get a quote for your next event

What does the ScanPod mean for today's event organiser?

We don't use tech just for the sake of it. The ScanPod has been developed to provide real solutions for today's event organiser.

Quick, smooth, efficient, contact-free entry

Reduced human contact – quick, smooth, efficient, contact-free entry

Free standing – keep your registration areas looking neat and tidy, allow the flow of visitors to remain steady

Floor standing /Desktop – flexibility for your layout needs

Branded Event Screens & Branded Units - allowing brand consistency through your event utilising the in-built branding options

Sponsor branding – achieve higher revenues by offering/upselling branding opportunities to your sponsors

Event information – highlight your 'What's On' listings so visitors see them on arrival

Reduce temporary staff requirements – may reduce your cost base making your event more profitable

Allows detailed reporting - analyse your visitor traffic post-event for full visibility of attendance levels and in-event footfall

Revenue protection – control your costs (no more visitors sharing badges and allocations)

  • Last badge printed allowed
  • No second lunch
  • No second delegate bag

Incentivise your visitors to scan their badges eg, 'scan your badge and get a copy of the slides sent to your email address'



Q. What is needed for a ScanPod to work?
A. WiFi – we take care of the rest. ScanPods have been designed to work with the venue WIFI. We suggest a standalone 5Ghz WiFi Network to maximise uptime. We can arrange this for you.
ScanPods also run off battery so do not require mains power.
Q. Can you move them around easily?
A. Yes, the units work on WiFi and/or battery power and are easy to move around. You can deploy them wherever you need them around the venue.
Q. Do I have to use your onsite services in order to have ScanPods at my event?
A. Yes, the ScanPods are an add-on product of RefTech online and onsite registration solutions.
Q. What happens if they stop working?
A. Our onsite technicians will ensure the ScanPods are working at all times. With their knowledge and expertise you need not worry.
Q. How many will I need?
A. Our account managers will advise on quantities when they go through your event brief with you. This will form part of your initial proposal. These numbers can be increased and decreased as necessary in the run up to the event depending on your pre-registrations.
Q. Can I dee a demo?
A. Unfortunately, we cannot demo these units. However, we exhibit at industry exhibitions throughout the year and will have the ScanPod units on our stand – drop us a line to find out where we are next and to book a meeting to see the units for yourself.

Find out more about our Onsite Registration Services

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Living Wage company ISO/IEC 27001:2013 certified ESSA Member
C&IT Awards Winner 2023 EN Supplier Awards Winner 2023 Event Technology Awards Winner 2023 EN Indy Awards 2023
M&IT Silver Winner for Best Technology Provider 2023 MAIList Awards 2nd place 2023 EN Supplier Awards Winner 2022