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An industry association needed a ticketing system for an annual Yacht Show event in Monaco, planned for several hundred people. Member and sponsor companies had allocated places, a main contact nominated the people attending, and each guest needed an entry code that the team could scan at the venue.
Southern Sky AI built the ticketing system to make list management, communications and QR code scanning from personal phones easier, with CRM integration. The build joined the event page, company invitations, guest nominations, ticket emails and door check-in within the association’s WordPress website.
A registration journey built around company allocations
The event team needed to manage places at company level while giving each attending person their own ticket. The build follows that relationship from the invitation through to arrival.
- 01 / Company invitationThe main contact receives an invitation linked to the company’s allocation.
- 02 / Guest nominationThe contact enters the people attending, within the company’s remaining places.
- 03 / Personal ticketEach nominated guest receives an email with a QR entry code, a ticket link and an option to add the event to their calendar.
- 04 / ArrivalAuthorised staff use a phone to scan the code, with a name search available on the same screen.
The website and the event administration connected
The public event page presents the venue, event details and sponsors. Registration is reached through a company’s invitation, keeping the guest nomination process connected to its allocation.
Behind the public page, an office view supports guest-list management, corrections, resending ticket emails and a waiting list. Registration records connect with the organisation’s CRM. A guest-list export supports the team’s event preparation and a printed fallback at the venue.
Changes to a guest’s details follow through to the ticket
A ticket is connected to an individual registration record. When a guest is changed, the system replaces the entry code so the updated registration has a current ticket. Door staff have a dedicated sign-in and can find a guest by name when scanning is inconvenient.
The build includes the practical materials around the workflow: the event page, invitation and ticket emails, calendar links, and operating instructions for the office and door team.
A website that supports event operations
The registration journey uses the organisation’s existing website as the place where invitations, guest records and check-in come together. The team has connected tools for managing its list, communicating with guests and recording arrivals from personal phones.
The same approach is relevant to membership organisations with allocated places, hosted industry events and company-nominated guests. The details of the build follow the organisation’s registration rules and the way its team works.
