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Custom Event Management & Attendance Tracking Platform Case Study

Custom Event Management & Attendance Tracking Platform Case Study

Case Study

DreamzTech built a custom, cloud-based event management and attendance-tracking platform for a US corporate event and training company — unifying event planning, scheduling, an Event CRM, paid ticketing, and event promotions, with QR-code attendance tracking secured by Google Geofencing. The global events industry was valued at USD 886.99 billion in 2020 and is projected to reach USD 2,194.40 billion by 2028, a 13.48% CAGR.

  • Industry: Corporate Events & Training / Conference Management
  • Solution: Custom Event Management & Attendance Tracking Platform
  • Delivery: End to End Product & Mobile App Development
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Custom Event Management & Attendance Tracking Platform Case Study
Custom Event Management & Attendance Tracking Platform Case Study
Custom Event Management & Attendance Tracking Platform Case Study
Custom Event Management & Attendance Tracking Platform Case Study
Custom Event Management & Attendance Tracking Platform Case Study
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Quick Answers

  • What we built: Custom Event Management, Scheduling & Attendance-Tracking Platform
  • Who it's for: Corporate Event & Training / Conference Organizers
  • Delivery: End-to-end web platform + Flutter attendee app
  • Tech: PHP Laravel, REST API, MySQL, Flutter

  • 1. Event Setup: Organizers create events and sub-events with ticket types, tables, early-bird offers, and event promotions.
  • 2. Registration & CRM: Attendees register and buy tickets via Stripe, while the Event CRM tracks leads, sign-ups, and follow-ups.
  • 3. Invitations & RSVP: Private invitations issue a unique QR code per guest, with RSVP approval and guest-list restrictions.
  • 4. QR Check-In + Geofencing: Attendees scan QR codes to check in and out; Google Geofencing and duplicate-scan prevention keep attendance accurate for CEU.
  • 5. Vendors & Insights: Vendors bid and pay for booths via Stripe, while organizers track attendance and revenue and issue CEU, badges, and certificates.

Overview

The platform is a cloud-based event management system that helps a US corporate event and training company plan, schedule, promote, and run hundreds of events and sub-events from a single console. It consolidates event planning, scheduling, a built-in Event CRM, paid ticketing, and event promotions — replacing several disconnected tools with one scalable, resilient platform.

A companion Flutter attendee app lets guests discover and book events, sync their calendar, and check in and out by scanning QR codes. Attendance is verified with Google Geofencing, so a QR code can only be scanned inside the designated venue area — enforcing event policy and preventing misuse. Attendees earn badges and CEU (Continuing Education Credits) and can view and download certificates after each event.

Challenges

  • Multiple disconnected systems gave no single, complete overview of event operations
  • No Event CRM to track leads, registrations, abandonment, interactions, and follow-ups
  • No event scheduling module to plan events and sub-events on a shared calendar
  • Recording attendance for thousands of attendees moving between sub-events to earn CEU was error-prone
  • Digital attendance needed safeguards against misuse such as proxy or off-site scanning
  • Onboarding vendors to monetize booths, tables, food, snacks, and drinks was difficult

  • 1. Event Setup: Organizers create events and sub-events with ticket types, tables, early-bird offers, and event promotions.
  • 2. Registration & CRM: Attendees register and buy tickets via Stripe, while the Event CRM tracks leads, sign-ups, and follow-ups.
  • 3. Invitations & RSVP: Private invitations issue a unique QR code per guest, with RSVP approval and guest-list restrictions.
  • 4. QR Check-In + Geofencing: Attendees scan QR codes to check in and out; Google Geofencing and duplicate-scan prevention keep attendance accurate for CEU.
  • 5. Vendors & Insights: Vendors bid and pay for booths via Stripe, while organizers track attendance and revenue and issue CEU, badges, and certificates.

How the platform works

  • 1. Event Setup: Organizers create events and sub-events with ticket types, tables, early-bird offers, and event promotions.
  • 2. Registration & CRM: Attendees register and buy tickets via Stripe, while the Event CRM tracks leads, sign-ups, and follow-ups.
  • 3. Invitations & RSVP: Private invitations issue a unique QR code per guest, with RSVP approval and guest-list restrictions.
  • 4. QR Check-In + Geofencing: Attendees scan QR codes to check in and out; Google Geofencing and duplicate-scan prevention keep attendance accurate for CEU.
  • 5. Vendors & Insights: Vendors bid and pay for booths via Stripe, while organizers track attendance and revenue and issue CEU, badges, and certificates.

Solutions delivered

DreamzTech designed and delivered an end-to-end, cloud-based custom event management platform with a multi-role architecture for organizers, attendees, and vendors — plus a Flutter attendee app, QR + Google Geofencing check-in, Stripe payments, private invitations and RSVP, a vendor booth marketplace, and a flexible organizer subscription and commission model. Key capabilities delivered:

  • Create events and sub-events with ticket types, tables, and early-bird offers
  • Plan and manage the full event listing on a shared event calendar
  • Organizer console for multi-city, multi-event operations
  • Built-in event promotions to drive registrations and ticket sales
  • Track leads, registered attendees, and drop-offs or abandonment
  • Record interactions and follow up on attendee queries
  • Capture attendee experience and engagement data
  • Connected data for readily available business insights
  • Attendees check in and out by scanning QR codes via the mobile app
  • Google Geofencing allows scans only inside the designated venue area
  • Duplicate-scan prevention stops proxy or repeat check-ins
  • Accurate per-session tracking so attendees earn CEU correctly
  • Paid ticket sales through the Stripe payment gateway
  • Multiple ticket types, tables, and early-bird pricing
  • Ticket transfer, refund, and cancellation flows
  • Fewer cancellations and higher, connected ticket revenue
  • Private invitation workflows for closed or VIP events
  • A unique QR code generated per invited guest
  • RSVP approval with guest-list restrictions and access control
  • Only approved, invited guests can register and check in
  • Organizers create tables, counters, and booths within designated areas
  • Vendors browse available booths and bid to event managers
  • Automated approval and confirmation emails on acceptance
  • Vendors pay for booths via Stripe, adding a new revenue stream
Attendee scanning a QR code for geofenced event check-in via the mobile app
QR + Google Geofencing attendance check-in via the attendee app
Event vendor booth marketplace with booth booking and Stripe payments
Vendor booth marketplace — booth bidding and Stripe payments

Success Metrics

100+ Events Delivered

Scaled to hundreds of events a year across multiple cities on one unified platform

Higher Ticket Revenue

Connected ticketing and Event CRM lifted sales and minimized ticket cancellations

Vendor Marketplace Revenue

Booth bidding and vendor sales opened a profitable new revenue stream

Accurate Attendance

QR codes with Google Geofencing recorded attendance precisely and prevented misuse

CEU & Certificates

Attendees automatically earn CEU and badges and download certificates online

Unified Operations

One platform replaced multiple disconnected tools and manual processes

Conclusion

The custom event management platform let the client scale to multiple cities and run hundreds of events a year. By unifying event planning, scheduling, an Event CRM, paid ticketing, QR-plus-geofencing attendance tracking, private invitations and RSVP, and a vendor booth marketplace, DreamzTech helped the client grow revenue, record attendance accurately, and deliver a self-service experience that keeps attendees and vendors happy. Explore our related event photography platform case study or browse more case studies.
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    Frequently Asked Questions (FAQ)

    A custom, cloud-based event management and attendance-tracking platform with event planning and scheduling, an Event CRM, paid ticketing, event promotions, QR-code attendance secured by Google Geofencing, private invitations and RSVP, and a vendor booth marketplace — plus a Flutter attendee app.
    Attendees scan QR codes placed at entrances, tables, and desks using the mobile app to check in and out. Google Geofencing ensures a code can only be scanned inside the designated venue area, and duplicate-scan prevention blocks proxy or repeat check-ins — so attendance and CEU are recorded accurately.
    Organizers can run private invitation workflows with a unique QR code per invited guest. RSVP approval and guest-list restrictions ensure only approved, invited guests can register and check in to closed or VIP events.
    The platform sells paid tickets through the Stripe payment gateway, with multiple ticket types, tables, and early-bird pricing. It also supports ticket transfer, refund, and cancellation flows to reduce lost revenue from cancellations.
    Event organizers create tables, counters, and booths in designated areas. Vendors browse and bid on available booths; on approval they receive a confirmation email and pay for the booth via Stripe — opening an additional revenue stream for the organizer.
    The platform supports a flexible organizer subscription and commission model on ticket and booth sales. The client scaled to hundreds of events a year across multiple cities, delivered 100+ events, grew ticket and vendor revenue, and recorded attendance accurately using QR codes with geofencing.

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