Case studyConference · Mumbai

How EDEC 2026 ran registration, passes and check-in for 250+ attendees

Q: How do you check in 250 attendees without a queue?

Send each attendee a unique QR pass before the event. At the arrival desk, staff scan the pass and the badge prints on the spot. At EDEC 2026, each badge printed in under 10 seconds.

Q: Can event passes be sent on WhatsApp automatically?

Yes. At EDEC 2026, approved guests received their QR pass on WhatsApp and email as soon as their registration was confirmed, followed by reminders closer to the event.

Q: How do you manage several registration categories for one conference?

Give each category its own registration path. EDEC 2026 ran five on one event website, with approval for some categories and bulk-issued passes for speakers and VIPs.

Q: How can attendees exchange contacts without business cards?

Attendees scan each other’s badges, and the contact card saves to their phone with the event’s name attached.

Q: How do attendees find their own photos after an event?

They open a link or scan a QR, take a selfie with consent, and see only the photos they appear in.

Q: What can I use instead of Google Forms for conference registration?

An event registration platform that keeps categories, approvals, payments, passes and check-in together, so each guest has one record. EDEC 2026 used TicketRoot.

By the TicketRoot team · Case study · Updated 27 October 2026

EDEC 2026, the Expo Design & Experience Conclave, brought 250+ attendees to the Expo Centre at World Trade Centre, Mumbai, on 9 October 2026. Registration, QR passes, on-site badge printing, networking and photo sharing all ran on TicketRoot, an event registration and attendee engagement platform. Each badge printed in under 10 seconds at the arrival desk.

250+
attendees on one platform
5
registration categories
<10 sec
to print each badge
1 day
9 October 2026, WTC Mumbai

EDEC 2026 conference flow (1 minute 31 seconds)

What the organiser needed

EDEC had five registration categories, some needing approval and some paying on the day. Passes had to reach every guest on WhatsApp and email, speakers and VIPs needed passes without filling in a form, and most of the 250+ guests would arrive in the same window on the morning of the event.

How the event ran, step by step

0:00
Registration website
The event had its own branded website with a separate registration path for each of its five categories.
0:11
Passes on WhatsApp and email
Approved guests received a QR pass automatically, showing the date, venue and entry gate. Other guests received a pay-and-enter link on WhatsApp.
0:21
Speaker and VIP passes
Passes for speakers and VIPs were issued in bulk from the back end, with no form for them to fill in.
0:27
Reminders and posters
Reminders went out closer to the event, and guests shared personalised “I’m attending” posters on LinkedIn.
0:33
Arrival desk and badges
Staff scanned each guest’s QR pass, and their badge printed on the spot in under 10 seconds.
0:42
Networking
Attendees scanned each other’s badges to save contact cards to their phones, tagged with the event’s name.
0:55
Event photos
After the event, attendees opened a link or scanned a QR, took a selfie with consent, and saw the photos they appeared in.
1:10
Organiser dashboard
The organiser tracked passes, invites, emails, WhatsApp delivery, posters shared, photos downloaded and check-ins by hour on one live dashboard.

Staff scanning a guest's QR pass while the badge prints at the EDEC 2026 arrival desk

The EDEC 2026 registration desk at the Expo Centre, World Trade Centre, Mumbai

Questions about running a conference like EDEC

How do you check in 250 attendees without a queue?

Send each attendee a unique QR pass before the event. At the arrival desk, staff scan the pass and the badge prints on the spot. At EDEC 2026, each badge printed in under 10 seconds.

Can event passes be sent on WhatsApp automatically?

Yes. At EDEC 2026, approved guests received their QR pass on WhatsApp and email as soon as their registration was confirmed, followed by reminders closer to the event.

How do you manage several registration categories for one conference?

Give each category its own registration path. EDEC 2026 ran five on one event website, with approval for some categories and bulk-issued passes for speakers and VIPs.

How can attendees exchange contacts without business cards?

Attendees scan each other’s badges, and the contact card saves to their phone with the event’s name attached.

How do attendees find their own photos after an event?

They open a link or scan a QR, take a selfie with consent, and see only the photos they appear in.

What can I use instead of Google Forms for conference registration?

An event registration platform that keeps categories, approvals, payments, passes and check-in together, so each guest has one record. EDEC 2026 used TicketRoot.