Teochew Fellowship Annual Gala · Member Registration & Full-Process Management System

Annual Conference / Registration System / Seating Arrangement / Check-in

Project Background

For a thousand-attendee Teochew Fellowship Annual Conference, the client needed an end-to-end digital system covering pre-event registration, on-site check-in, hotel accommodation, and live venue management, addressing pain points such as low manual tallying efficiency, seat-assignment conflicts, and poor visibility into attendance.

Core Features

• Member Online Registration: customizable registration fields with quota control and duplicate-submission prevention;
• Smart Seating Arrangement: visual floor plan with precise table-seat assignment; real-time validation prevents double-booking of the same seat;
• On-site Check-in: scan or manual entry to redeem; attendance status syncs in real time;
• Hotel Check-in: room assignment and check-in or check-out for out-of-town guests with clear room-status visibility;
• Real-time Dashboard: key metrics including registrations, check-in rate, and seat occupancy on one screen, with Excel export for post-event review.

Technical Highlights

• Unified tech stack across the whole flow with consistent data and APIs;
• Optimized for peak concurrency; stable check-in under load;
• Tiered backend roles for clear operations versus on-site division of labor;
• Extensible: SMS notifications, role-based access, and branding can be plugged in as needed.

Outcomes Delivered

Fully digital from registration to on-site check-in; organizers track attendance in real time, guests wait zero minutes, and review data exports in one click, greatly improving conference operations and attendee experience.