VES (Visitor Experience System)
With Adapt's Visitor Experience System (VES), you can provide your participants with an interactive, digital and physical experience. At the same time, you as an organiser have full control over your participants and their needs.
You can see and control which activities they participate in, how long they stay in different places, what groups, classifications and preferences they have, and manage their different tickets and accesses.
VES is designed for events and exhibitions and is based on standard web technology - making it user-friendly, fast and secure. Participants connect to the system via the browser on their mobile phone. Once connected, they can receive and send out information and interact with the system directly via the browser. No apps to download!
At an event, different forms of equipment are used to enhance the visitor experience: screens, sound systems, lighting technology and computers. All equipment can be connected to the VES via network or browser - and thus controlled from the VES. When both participants and equipment are connected in the same system, it provides completely new opportunities for interactivity and actions.
How does the VES (Visitor Experience System) work?
A unique profile is created for each participant. The profile is filled with information both at registration and during the event. The saved information can be used at any time to perform different activities or as information for the user and/or the organiser.
When a participant arrives at the event, they pair their mobile device with their profile in the system. This is done using the usual browser on the device. The hop connection is made by scanning a QR code that the participant has received in advance, or by the participant clicking on a link they have received via email.
After pairing, the device can receive and send information unique to the user and perform interactive tasks. It becomes for the user both an information device and a tool for inputting and outputting information, while also acting as a remote control for performing and controlling interactivity and equipment.
A unique RFID card can also be linked to the participant's profile. This allows for quick and direct interaction by scanning the card over RFID readers at different stations (e.g. for entering and exiting different rooms, paying with tickets and starting interactive sessions).
The card also serves as a business card on which the participant's name and information and personal QR code can be printed. Participants can then easily scan each other's QR codes to exchange contact information.
What is an interactive moment/action?
Examples of interactivity include submitting questions to a scene, switching content on screens via mobile, participating in a game activity and registering points on your profile, or taking photos and submitting them to a shared gallery that can be displayed on screens. It could also be, for example, visiting different rooms or locations and physically scanning a card or QR code, thus collecting points or gaining access to a new location.
Basic functions
In the VES, virtually all kinds of functions can be programmed. The basic version includes the following standard functions:
Participant registration
Done in advance via an event page where the participant fills in predefined fields for information such as title, name, company, role, contact details, grouping, food preferences and choice of seminars. This can also be done on-site on the day of the event. If you wish to use your own registration system, VES can also import data from, for example, an excellence list.
Arrival registration and check-in
When the participant arrives at your event, they are checked into the event via a QR code or link that they have been emailed in advance. They can also register directly on site. You as the organiser can see in real time who is checked in and when they were checked in.
Printing of name badges
Participants can receive a name badge printed on paper or as an RFID card that can be hung on a lanyard around their neck. On the name badge you can choose what information to display, such as name, company and role. The badge can also contain a personal QR code so that participants can share contact information with each other by scanning the QR code.
RFID cards for quick registration and interactivity
Each participant can register a unique RFID card linked to their profile. When the card is held against an RFID reader, it can perform various actions, such as registering presence or entry/exit at a location, starting a movie on a screen or paying at a beverage station. With an RFID card, the participant does not need to pick up their phone to perform various actions as this can be done by scanning the card alone. This often saves a lot of time when many people have to pass through a certain station quickly.
The RFID card can be printed in advance or directly at the event location. It can be branded in any way and also contain personal information.
Entry and exit and adaptation to different locations
In VES you can register entry and exit in different rooms. This is done by participants scanning a QR code or their card when entering or exiting. Registration allows you to monitor in real time how many and which people are in different places. You can display the information on screens, such as availability and who is in which room.
When you know who is in a certain location, you can choose to send out individual information to their registered devices, for example "Welcome to Break-Out room 1, we start in 5 minutes, here you can submit your question to the stage". You can also use the information for statistics, or to reward those who have visited 3 different product rooms with an extra drink ticket, for example.
Scan and photograph
Using the built-in camera in the participants' device, QR codes can be scanned directly in the VES. When a QR code is scanned, the content visible on the participant's screen can be changed and different actions can be performed. For example, if the participant scans a QR code that is next to a TV screen, the participant can bring up a choice on their own device about which movie they want to watch, and on their own touch screen choose to start/stop it.
The built-in camera allows the participant to take their own profile picture and upload it to the VES. They can also continuously submit pictures during an event, which can be displayed in a large shared gallery on screens in the room.
Handling of information and tickets
The VES can store all necessary information about the participant. In addition to personal information, information such as grouping and access can also be used, for example, to control people in group activities and access to different places.
The system can also handle different types of tickets, such as for food, drinks and snacks. Tickets can be locked to different stations and time-limited. You can also choose to automatically give the participant extra tickets if they perform different actions, such as visiting different locations, scanning different QR codes or participating in activities.
Points and gamification
Make your event more fun with gamification. In VES, participants can earn points for different actions. The points can be used for statistics, competitions or for payment at different stations. You, as the organiser, control which actions the participant will get points for and how many points they will get. An action can be, for example, visiting a certain room, scanning a QR code or participating in a game activity. All the information contained in the VES can be picked out and displayed on screens. For example, the current high score.
Share contact information
Each visitor receives a personal QR code upon registration. By scanning each other's QR codes, you can allow your participants to share information with each other. The contacts that a participant scanned in can be seen at all times in their profile on the screen of the registered device. The contacts can also be emailed out from the VES to any email.
Save and send out information
Any information stored in a participant's profile can be sent out from the VES in different ways, for example to a results screen, as an image or as an email. Information can be, for example, statistics on arrival, time at different venues, seminar rooms attended, contacts scanned, products read about, games played, number of visits to the bar, and of course high scores...
Control, governance and interactivity
With VES, you can let your participants take control of different things during an event. By scanning a QR code or their personal card, their mobile device can become a control panel that can control sound, lights, images and functions. For example, they can control what music is played, what colour a room is or what movie is shown on a screen. They can also choose, for example, the language of text and sound on a film (if it is available in different versions) or start and stop different functions.
Direct contact with the organiser
At an event, it's important that your guests can quickly and easily get in touch with the right person if they have questions or need help. That's why VES includes a chat function that participants can use to get in touch with your helpdesk.