Organizing all-day or multi-day events for a large number of attendees typically requires providing access to snacks and hot meals. How do organizers approach this? They usually create a catering zone where food is served in chafing dishes, and attendees serve themselves. Anyone who has ever used such a zone knows that lines can be long, and the food may run out. It's also no secret that dishes left standing in chafing dishes lose quality, often becoming too hard, too soft, or just plain unappetizing.

Another solution is partnering with a nearby canteen, cafeteria, or food point. Attendees receive special vouchers or tokens from the organizers, which they can use at the canteen. However, these often get lost, forcing some to pay the full amount for a meal.

The Gridaly team understands these problems well. We've witnessed these situations and have sometimes been the ones who lost our tokens. In response, we've created a solution that facilitates and streamlines meal distribution, minimizing misunderstandings and providing better control over distribution.

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What is Area Check-In?

Area check-in is a way to control attendees' access to different areas at events. Attendees use their QR codes from badges or the Gridaly Event App to enter specific zones. Staff scan these codes at the entrance, allowing organizers to manage who can enter various parts of the event.

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Access to the catering zone

Area check-in can be used to manage meal distribution in a special catering zone. Let's say meals are distributed in two shifts: between 1:00 PM and 2:00 PM, and between 3:00 PM and 4:00 PM. The check-in system allows one-time entry to the zone each day after scanning the QR code from the badge or app. The organizer has full control over attendees' access to the zone. If an attendee enters during the first shift, they will not be allowed to enter during the second shift.

Area check-in is also effective in VIP zones. Only specific roles at the event, such as exhibitors, speakers, or people who have purchased an additional package, will have access to these zones. The operation is the same - if you enter in the first shift, you can't enter again in the second shift. If you don't have the appropriate role, you can't enter at all.

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Meal after scanning the code

What if the organizer has a specified number of meals for attendees? The area check-in feature works here as well. Attendees go to a designated food point (e.g., canteen or cafeteria), where the staff scans their QR code and issues the prepared meal. If an attendee is entitled to one meal and picks it up at 1:00 PM, it will be recorded in the system. If they try again at 4:00 PM, the staff will see that the meal has already been issued and will refuse to give another one.

The area check-in feature is also effective at events with multiple food points (e.g., a food truck zone). After scanning the QR code and picking up a meal at a specific point, the attendee will no longer be able to pick up a second meal at another point.

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Why is it worth it?

Using an advanced check-in system to manage meal distribution ensures proper meal quality and quantity while reducing food waste. Additionally, organizers gain valuable data about attendees, such as the times they ate meals and information about their culinary preferences. This allows better meal planning for future events and the ability to tailor the food offerings to attendees' tastes.

For attendees, the benefits are equally important. Thanks to the area check-in feature, they can quickly and efficiently pick up a planned meal without having to wait in long lines. They have the assurance that a meal is reserved for them, and there's no risk of being overlooked. This solution not only improves the comfort of participation but also creates a positive impression of the organizers' care and professionalism in attending to every detail during the event.