Offline Check-In for Large Events
Large events, zero platform fees. For festivals, conferences and concerts of 500+ guests: invite as many door staff as you need, let each scan from their own phone at any entrance, and keep scanning if the venue signal drops.
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How does offline check-in work at a large event?
Each door staffer opens the scanner on their own phone while they have signal; it saves that event's guest list. If the connection drops, they keep scanning against the saved list, and admits sync when the phone reconnects, each scan recorded once. Offline admits are provisional: they can't see a ban or cancellation made after the last refresh.
- Door staff: No limit; invite each by email
- Signal drops: Scanning carries on, syncs later
- Offline admits: Provisional until the phone syncs
- Guest import: CSV or Excel, 500 rows a file
- Check-in: Works any time, so test on your own pass
Who this is for
Sized for 500+ guests — the tooling is identical at every scale, only the defaults change.
Common formats: Music festivals and large concerts; Annual conferences and industry summits; Corporate all-hands and company events; Large-scale community gatherings; Multi-day events and exhibitions; Large sporting events and charity runs.
Event Flo for large events
Everything below is included at a 0% platform fee — there is no tier to upgrade to and no per-attendee charge.
| Feature | What it does |
|---|---|
| Many Scanners, One Guest List | Run simultaneous check-in at multiple entry points. Every scanner checks passes against the same guest list, so a pass checks in only once. |
| Live Capacity Dashboard | Your check-in screen shows one live count for the whole event against your capacity, in real time, on whichever device you sign in on. |
| No Attendee Limit | There is no attendee cap on the platform, and the same zero-fee pricing applies at every size. Scale as large as your venue allows. |
| Bulk Guest Lists | Import guest lists from CSV or Excel, up to 500 rows a file, and email imported guests their QR passes in one go. Afterwards, export the guest list as a CSV with check-in and ID status. |
| ID-Verified at Scale | Government ID verification is on by default: at any capacity, a guest who signs up through the event page is confirmed only after their ID is verified. Real identities, real accountability. |
| Offline Scanning | If the venue signal drops, open scanners keep working from the saved guest list and sync when they reconnect. Offline admits are provisional until then. |
How to run check-in for a large event
- Load the guest list. Take registrations on the event page, or import an existing list from CSV or Excel, up to 500 rows a file; split bigger lists. Each imported guest gets a QR code and takes a seat against your capacity.
- Invite your door team. Once the event is published (your host ID is approved, usually within an hour), add staff by email from the check-in screen. Each accepts with their own Event Flo account. Invites are rate-limited, so send them a day or two ahead.
- Open scanners on good signal. Check-in works any time, so test a scan on your own pass beforehand. Have each staffer open the scanner on Wi-Fi or strong signal just before doors, so their phone saves the latest guest list.
- Keep scanning if the signal drops. Scanning carries on against the saved list. Offline admits sync when the phone reconnects, and any the server refuses, such as a guest banned or cancelled since the last refresh, are listed on the scanner for follow-up.
- Export afterwards. Download the guest list as a CSV with each guest's check-in and ID status.
Event Flo for other event types and sizes
Frequently asked questions
Can Event Flo handle events with thousands of attendees?
There is no attendee limit on the platform, and 0% platform fees apply regardless of scale. Invite a door staffer for every entrance, and each scanner checks passes against the same guest list.
How do I manage check-in for 1,000+ guests?
Use the Bouncer Portal on multiple devices simultaneously. Each device checks passes against the same live guest list. For very large events (1,000+), invite more door staff and spread them across your entrances; your own check-in screen shows one live count for the whole event.
Is Event Flo cheaper than Cvent for large events?
Yes. Cvent is sold on annual enterprise contracts, and ticketing marketplaces such as Eventbrite add a fee to every paid ticket. Event Flo charges 0% platform fees at any size, and guests pay you directly, so the full ticket price reaches you.
Does Event Flo support multi-day events or festivals?
Yes. Set a start and an end date and the event page shows the whole run; you can also add an agenda of sessions. Registration, capacity and the ticket price cover the whole event, not each day — if every day needs its own guest list or capacity, publish each day as its own event.
How do I check in hundreds of guests without an internet connection?
Open the scanner on every door phone while you still have signal: it saves the event's guest list. If the connection then drops, staff keep scanning against that saved list and the admits sync once the phone is back online, each scan recorded once. The page needs a connection to open, and offline admits can't see a ban or cancellation made after the last refresh, so refresh every phone just before doors.
How many staff can scan at once?
As many as you invite. There is no limit on door staff or scanning devices: each person accepts an email invite with their own Event Flo account and scans from their own phone, and every scan checks against the same guest list, so a pass checks in only once. Invites are rate-limited, so add your team a day or two before the event rather than at the door.
Can I set up a large event before my ID is verified?
Yes. Build the event, set the capacity and registration settings, and it saves as a draft. A host verifies a government ID once before a public or members-only event goes live; a person on the Event Flo team reviews it, usually within an hour, and the draft then publishes automatically. Door staff invites and guest registrations open once the event is published, so verify early enough to add your team ahead of the day. A private event can go live right away: until your ID is verified, guests join by invite or at the door.