Onsite Setup

What is Onsite? You’ve now created your Event, tested it, monitored the registration progress, lots of people have registered and the date of the Event is fast approaching.

The Onsite setup influences what you can see and do using Visit and Poken by GES EventBoxes on the day of your Event.

What is an EventBox? The EventBox is software that is run on a laptop that you can use to scan registrants when they arrive, print badges, help registrants who have lost their vouchers, allow people to register on the spot etc.

There are two aspects to Onsite setup;
Define in Visit what modes you should see in the EventBox. This should take place before your Event starts. See Enter general EventBox settings.
Setting up the EventBox on the day of, or the day before, the Event. Before this though you should contact Visit and Poken by GES to place your EventBox order.

Once you have created the setup you are ready to scan the registrants once your Events opens. There are various modes you can use on the day, see Onsite Setup.

You can rent laptops, printers and scanners from Visit and Poken by GES. If you use your own laptop it must be USB bootable and allow any operating system to boot. This information is in the manufacturer’s user guide.

Before your Event starts, you need to set up the Onsite information in Visit.

There are five different modes in an EventBox which are defined within Onsite. You should decide which ones you want to use before doing the Onsite setup – although you can always change this later. The modes that you choose here will be available in each EventBox. If you do not select a mode here, it is not possible to use it in an EventBox.

You should contact Visit and Poken by GES at least 6 weeks prior to your Event to discuss the required EventBoxes.

Mode	Description
Manned Registration	This enables you to add/edit registrants when onsite. You can also print off badges. Useful for if registrants don’t have their vouchers with them or if you have multiple Registration Types e.g. speaker, VIP, press etc.
Self Registration	This allows people to register at the Event, using a Form. A badge is printed after registration.
Scan & Go	Allow registrants to have their vouchers scanned. Badges are automatically printed after scanning. This is the option which provides the quickest entrance to an Event.
Access Control	This mode is used to measure attendance. Can also be used for Events that last more than one day. On subsequent visits the badge can be scanned to show they visited more than once. You can also add rules to allow or deny access to specific Visitors.
Visit Connect	Used by Visit and Poken by GES for distributing scanners to exhibitors

Table 4‑2 EventBox modes