Success stories: 2025 in review | Qflow scanner hire

Corporate conference

Google Think 2025, Amsterdam

Our first big highlight of the year: check-in for Google Think 2025, an EMEA marketing conference held in a large industrial venue in Amsterdam. Over 500 attendees moved from arrival straight through to their sessions, with badge printing and live arrival data running alongside the scan points throughout the day.

500+ attendees moved through arrival without a bottleneck forming
Check-in points carried the host's own colours, signage and staffing
Live arrival and session data fed straight into the organiser's own dashboards

DJ seen from behind, arm raised to a packed nightclub crowd — Ibiza

Nightlife & festivals

DC10 & Amnesia, Ibiza

On the nightlife side, we were chosen for two of Ibiza's best-known clubs. Both venues needed ultra-fast admission for VIPs, guest lists and walk-ups, often under strobe lighting and with very little downtime between waves of guests, so we stripped the scan screen back for speed in low light.

Guest-list lookups fast enough for a legendary after-hours crowd at DC10
VIP tables, promoter allocations and wristband data tracked live at Amnesia
A dedicated night-mode screen with fewer fields and faster scans, built for the dark

Outdoor festival stage at night, crowd seen from behind — Spain

Festivals & large-scale events

Primavera Sound Festival, Spain

Festivals around the world rely on Qflow to manage high-volume gate operations, including the internationally renowned Primavera Sound Festival. Built for large-scale, multi-site events, Qflow gave organisers efficient control over attendee check-in and check-out, restricted access points, and dedicated entry and exit lanes handling high-capacity guest throughput.

Efficient check-in and check-out across a large-scale, multi-site festival
Restricted access points with dedicated entry and exit lanes for high-capacity throughput
Secure, real-time web dashboards giving organisers full visibility across every venue and site

Spectators watching cars on a racing circuit, black and white — UK

Motorsport & lifestyle

Silverstone, Goodwood Festival of Speed & Supercar Fest

From adrenaline-fuelled motorsport to high-end lifestyle festivals, we managed registration and on-site access for large outdoor and mixed-audience events, blending general admission with VIP, sponsor and media tiers across multiple entry gates, all reading from the same guest list in real time.

Real-time flow tracking across large, mixed outdoor sites at Silverstone
Multiple gates at Goodwood Festival of Speed running one synced guest list
Separate VIP, sponsor and press tiers handled from a single system at Supercar Fest

Banquet hall set for a gala dinner under purple light — UK

Prestige & private events

Embassy functions & corporate galas

We also supported a run of high-profile, invitation-only events, including embassy functions, a corporate promo evening for Channel 4, and the annual gala at the Hurlingham Club. Each demanded absolute reliability and a guest experience that matched the polish of the venue itself.

Fully bespoke check-in flows for VIPs, media and sponsors
Hosts watched arrivals update live from their own dashboard
Branded check-in desks and QR badges styled to match the venue

Education & graduations

University & graduation events

We were proud to support several academic institutions this year, including graduation ceremonies at the University of Glasgow, summer events at the London School of Economics, and large campus events at West London and Chester universities. Each needed segmented guest lists and several access zones running at once.

Separate lists for students, family, alumni and staff, managed from one event
Ceremony hall, reception and after-party each covered without extra hardware
High-volume check-in that still felt personal on graduation day

From our earlier years

Earlier stories.

Before 2025: newspapers and golf majors, Olympic Park carnivals, five weeks of Winter Wonderland and a Champions League final weekend.

Exhibition hall with stands and visitors, seen from above — London

Brand events & lead capture

The Guardian's showcase event

Guardian Live Productions needed to know who stopped at each point of interest around their showcase event, then turn that into clear post-event reports. We pre-loaded a unique QR badge for every guest, registered walk-ins on the day, and gave each scanner a location so every scan recorded where the interest was.

Unique-to-guest QR badge stickers designed, printed and synced to the scanners before doors opened
Scanners worked offline through patchy venue wifi, then synced every queued scan back to the dashboard
Points-of-interest reports built from the scan data after the event

Golfer carrying a bag across a course with players behind — Kingsbarns, Fife

Sport

The RICOH Women's British Open 2017

In partnership with IMG, we covered all four days of the 41st Women's British Open at Kingsbarns Golf Links. Tickets stayed on sale online and at the box office throughout, so our scanners had to stay in sync with the ticketing platform in real time, even at remote gates out on the course.

Direct integration with the organiser's ticketing through the Qflow API, so day and multi-day tickets validated from one scan
Scanners with 3G / 4G backup kept remote gates syncing if wifi dropped, stopping wrong-day and duplicate e-tickets
Batteries built for 12-hour gate days, with live attendance on management's phones

Confetti falling over a festival crowd — Queen Elizabeth Olympic Park, London

Festivals & nightlife

elrow Town London

elrow's confetti-drenched carnival party, a hit in Ibiza, Cape Town and Madrid, came back to London for two days at the Olympic Park. With big surges at the gates, we needed fast scanning across every ticket seller plus our own barcoded guest-list invites.

Every popular barcode type scanned across all ticket sellers and guest-list invites
4G scanners with a wifi fallback kept perimeter gates syncing in real time
Scanners lasted the full gate opening on a single charge, with training and phone support throughout

Hyde Park Winter Wonderland — Hyde Park, London

Attractions & timed sessions

Winter Wonderland, Hyde Park

For IMG and PWR Events, Winter Wonderland meant five weeks of high-volume daily sales, online and on site, all admitted by attraction and session. We integrated with their ticketing system and gave attraction managers live session numbers they could act on.

Real-time sales integration with the Qflow API, built with the IMG / PWR IT team
Session-level attendance on any computer or phone, so no-show places could be resold even after a session sold out
On-site training and direct support across the full five-week run

Brand festivals

The Sweat Life Festival 2017

lululemon's annual London festival of exercise classes put guest experience first, so entry had to be quick with no long waits. Tickets were sold on Eventbrite, and a Qflow team leader ran the gates with the lululemon team.

Entry wait times under 60 seconds even at peak, with a quick look-up for problem scans and VIPs
Our Eventbrite plugin synced ticket data automatically, with no manual admin
Scanners ran more than 9 hours of constant use on a single charge

Flower show display of red and orange blooms in pots — Southport

Shows & exhibitions

The Southport Flower Show 2017

The largest independent flower show in the country draws over 50,000 visitors. Beyond ticket sales, concession, membership and VIP badges each needed their own unique barcode, all scanned securely at the gate.

Unique badge barcodes generated, sent to the client's printers and loaded ready for the gates
4G scanners with a wifi fallback validated day and multi-day tickets in real time
More than 9 hours of constant scanning per charge, and post-show reports by ticket type

Crowd under stage lights in an industrial hall — Canada Water, London

Venues

Printworks London

London's then-newest go-to event space in Canada Water hosts art, culture and music events with tickets from multiple sellers. They needed rugged handheld scanners and one place to manage every event's entry data.

Entry data from every ticket seller uploaded and managed centrally in the Qflow control panel
Barcoded guest-list invites sent automatically, landing in the same check-in
Rugged, waterproof laser scanners with offline mode if wifi or data dropped

Corporate events

L'Oréal's annual Christmas event

L'Oréal invited staff, friends and family from across its UK direct and franchise network to a three-day Christmas event. We designed the invites to brand standards, sent them in batches and one by one, then ran check-in on the day.

Branded invites with a unique barcode each, delivered by email across the whole UK network
Duplicate-scan alerts plus manual name look-up and admit at the door
Live attendance for management, then reports on surge times and staff and franchise turnout

PepCity at the UEFA Champions League Final 2017, Cardiff — Cardiff

Brand activations

Pepsi's PepCity, UEFA Champions League Final 2017

For FUSE (Omnicom Media Group), we tracked Pepsi VIPs and competition winners across a weekend of events around Cardiff for the Champions League Final. Each guest's barcoded ID badge covered registration, bus transfers and every event check-in.

Pre-printed VIP and competition-winner ID cards registered on arrival
Bus manifests built live from badge scans, to meet transport health and safety rules
A Qflow team leader on site all weekend, with daily event and transport reports

Outdoor festival field with marquees, seen from above — Hertfordshire

Festivals

Farr Festival

One of the UK's leading boutique festivals, Farr focuses on underground live and electronic music. We handled artist and guest-list accreditation alongside ticket scanning at four gates.

Branded, mobile-friendly barcoded invites emailed straight to artists and guests
Tickets filtered by day at each of the four gates, flagging duplicate and wrong-day tickets
Live numbers and no-shows by ticket and invite type on the dashboard and app

Flame jets across a stage set at a night-time show — UK

Festivals & live performance

Arcadia Spectacular

Arcadia's performance art collective combines sculpture, pyrotechnics, lighting, circus and music into huge performance spaces. Their shows needed rapid entry across several ticket sellers, plus fast admission for VIPs, artists and accreditation.

Laser scanners and touch-search guest lists kept queues short, even at peak
Instant guest look-ups and SMS alerts when VIPs arrived
Live entry numbers for the whole team, then detailed attendee reports

A year of major events, from arena floors to embassy gardens.