FLYHIEvent Desk

Every delegate checked in. Every lunch counted once.

Delegates register online and get a QR pass on email and WhatsApp. At the venue, one scan checks them in and prints their badge. Volunteers' phones become scanners at the breakfast, lunch, kit and workshop counters, so nothing is handed out twice.

Book for your eventChat on WhatsApp

₹10,000 per event. Set up and run by FlyHi Social, Bhubaneswar.

Your Conference 2026
Convention Hall, Bhubaneswar
Dr. Ananya Mishra
Delegate
EVT26-7KQ4M
What the lunch counter sees on a second scan

How your event day runs

One system from the registration form to the final report. Your committee sees live numbers the whole time.

  1. Before the event

    Delegates fill your registration link and pick workshops. Your existing Excel list is imported too. Everyone gets a QR pass by email and WhatsApp.

  2. At registration

    Scan the pass, the delegate is checked in and their badge prints. Walk-ins are registered on the spot in under a minute.

  3. At every counter

    Volunteers scan with their phones at meals, kits and workshop halls. A second attempt shows red with the time it was already collected.

  4. After the event

    Download one Excel sheet with attendance, meals served, kits issued and workshop turnout for your accounts and certificates.

Everything the registration desk needs

Registration

  • Your own registration link
    A clean form with your event name, categories and workshops. Works on any phone.
  • QR pass on email and WhatsApp
    Sent the moment they register. The pass page also works offline as a screenshot.
  • Excel and CSV import
    Bring the list your committee already has. Duplicates and bad numbers are flagged before anything is saved.
  • Workshop seats with limits
    A workshop closes itself on the form once its seats are full.

At the venue

  • Scan to check in
    Camera, USB barcode scanner or typed code. Each scan takes about a second.
  • Automatic badge printing
    Name, institution, category and QR, printed on thermal labels, A6 sheets or PVC cards.
  • Spot registration
    Walk-ins are added at the desk and checked in at once.
  • Keeps working when the Wi-Fi drops
    Scans are saved on the device and sync when the connection is back.

Control and reports

  • Counters for each zone
    Breakfast, lunch, dinner, kits, gifts, workshops. Each counter can only issue what it is set up for.
  • Scanner-only logins
    Volunteers see the scan screen for their counter and nothing else. No delegate lists, no exports.
  • Live board for the committee
    Registered, on site, meals served and workshop turnout, updating as people scan.
  • One-click Excel report
    Every delegate with check-in time and each item collected, ready for accounts.

One price per event

No per-delegate charges and no software to install. We set up your event and your team runs it from their phones and a laptop.

Event Desk
₹10,000
per event
Plus applicable GST
  • Registration link and form
  • QR passes by email
  • Excel import of your list
  • Spot registration desk
  • Check-in and badge printing
  • Meal, kit and gift counters
  • Workshop seats and attendance
  • Phone scanners for volunteers
  • Live committee dashboard
  • Final Excel report
  • Setup of your event by us
  • Training call for your team
Book for your event

Add when you need them

Quoted for your event.

WhatsApp pass delivery
Passes sent from a verified business number. Message charges billed at cost.
On-site desk crew
Our team runs the registration desk and counters for you on event days.
Badge printers and scanners
Thermal or PVC card printers and USB scanners, brought to the venue.
Live streaming and photography
From the same FlyHi team that runs your desk.

Getting your event set up

  1. Tell us about the event

    Send the event name, dates, venue, delegate categories, meals for each day, kits and workshops. If you already have a delegate list in Excel, send that too.

  2. We build your event

    We create the registration form, pass design, counters and workshop seats, import your list, and send you a test pass to check.

  3. Share the registration link

    Post it on your website, brochure and WhatsApp groups. Delegates register and receive passes on their own. Watch the count grow on your dashboard.

  4. Brief your volunteers

    Each volunteer gets a login for their counter. A 20-minute call before the event is enough. They open the link on their phone and scan.

  5. Run the day, download the report

    Check-ins, badges, meals and workshops are tracked as they happen. When the event closes, download the full report in Excel.

Questions organisers ask

Do delegates or volunteers need to install an app?

No. Delegates get a link and a QR image. Volunteers open a web page on their phone; it works in Chrome on Android and Safari on iPhone.

What happens if the venue internet goes down?

The desk and the counters keep scanning. The delegate list is stored on each device, and every scan is saved there and synced when the connection returns. Only new spot registrations need the internet.

Which printers work for badges?

Any printer your laptop can print to. We have layouts for 4×3 inch thermal labels, A6 and A7 sheets and standard PVC ID cards. Badges print as each delegate checks in.

Can someone take two lunches with the same pass?

No. Each item can be collected once per pass. A second scan shows red with the time and counter where it was already collected, even if the first scan happened at a different counter.

Who can see our delegates' details?

Only the people you give an admin or desk login. Counter volunteers see the name of the person they scanned and nothing more. Your data is not shared with other events.

How much notice do you need?

Contact us as soon as your dates are fixed so registration can open early. For a quick turnaround, message us on WhatsApp and we will tell you what is possible.

Book Event Desk for your event

Send your event details and we will call you back with a confirmation and next steps. Prefer to talk? Reach us directly.

What do you need?