Service Description
The Exhibitor Scanner service by Boussias Events is a tool that allows exhibitors to scan and record visitor information at conferences and events. Through the Eventora Scanner application, exhibitors can collect contact data and add notes for each visitor, facilitating follow-up and communication after the event.
Instructions for Sponsors
Account Creation
- If you don't have one, create an account on Eventora. (https://www.eventora.com/en/SignIn)
- Confirm your email by accessing your inbox.
Access Request
- Inform via email at [email protected], copying the conference sponsor manager, that you wish to access the exhibitor scanner.
- Mention the conference and the email you want access for (e.g., HR In Action 2024 [email protected]).
Application Installation
Download and install the Eventora Scanner application for Android or iPhone.
Application Use
- Log in to the Mobile App with your Eventora credentials.
- Select Event / Session (e.g., HR In Action 2024, In-Person Conference).
- Scan the visitor's QR code to display their information.
- Select 'notes' to add additional notes for the visitor.
- Press 'Save' to complete the check-in.
Settings
- Auto Check-in: Enabling this function allows check-in to occur immediately without displaying the visitor's information page.
- Kiosk Mode: Uses the device's front camera, facilitating the use of a tablet on a stand for automatic check-in by visitors.
Tips for Obtaining Attendees' Consent During Scanning
Inform: Let attendees know that scanning their QR codes is for facilitating post-event communication and follow-up.
Transparency: Explain how the collected data will be used and that by scanning, the attendee consents to transferring their data to the sponsor.
Consent: Ensure that attendees provide their consent before scanning.
Security: Ensure that their data will be stored securely and not used for other purposes or transferred to third parties without their permission.
Convenience: Highlight that participants can request the deletion of their data at any time.
Obligations for Proper Personal Data Management by Exhibitors
Attention: As Data Controllers of the attendees' personal data, you bear full responsibility for proper information and obtaining the necessary legal consent from the attendees as data subjects. Boussias Events bears no responsibility for any damage caused to anyone due to your failure to comply with this obligation.