Poppy Gunadi 80th Birthday Guest Registration System

Event Registration & QR Check-In System for 80th of Poppy Gunadi is a custom guest management project created for the 80th birthday celebration of Ibu Poppy Gunadi. For this event, we were trusted to manage the invitation and attendance flow for approximately 380 invited guests, combining online registration, prepared guest database management, WhatsApp invitation blast, email invitation delivery, QR code check-in, reminder communication, and on-site manual help desk support. The registration flow was designed around two main guest entry methods. First, guests could register through the invitation link provided by the system. Second, guests whose information had already been collected manually by the event team were imported into the system and then received their invitation through WhatsApp and email. Seven days before the event, the invitation was sent to guests through WhatsApp and email. Three days before the event, a reminder was sent to help ensure guests remembered to attend and bring the QR code invitation that had already been shared with them. On the event day, guests arrived at the venue, showed their QR code invitation, and the registration team scanned the code into the system. Once validated, the guest information appeared on screen and the guest was allowed to enter. For guests who had difficulty registering or accessing their invitation, the help desk team could manually check and validate their data. This project shows how a custom event registration system can help private events, birthday celebrations, corporate gatherings, and invitation-only events create a more organized check-in process, reduce manual guest handling, and improve the overall arrival experience.

1. Guest Database Management

   The event involved approximately 380 invited guests. Some guests registered through the invitation link, while manually prepared guest data from the event team was imported and managed inside the registration system.

2. Online Invitation Link

   Guests who needed to register independently could access a dedicated invitation link. This made the RSVP process easier and helped collect guest information in a more structured and searchable format.

3. WhatsApp and Email Invitation Blast

   For guests whose data had already been prepared by the event team, the system supported invitation distribution through WhatsApp and email. Each invitation included event information and a unique QR code for check-in.

4. H-7 Invitation Delivery

   Seven days before the event, invitations were sent to registered and listed guests through WhatsApp and email. This gave guests enough time to receive, save, and prepare their digital invitation before attending.

5. H-3 Attendance Reminder

   Three days before the event, reminder messages were sent to guests, encouraging them to attend and bring the QR code invitation that had been shared through WhatsApp or email.

6. QR Code Check-In Validation

   At the venue, guests showed their QR invitation to the registration team. The QR code was scanned into the system, validated against the guest database, displayed on screen, and the guest was then allowed to enter.

7. Live Guest Display

   After the QR code was scanned successfully, the guest data appeared on the registration screen. This helped the on-site team confirm attendance quickly and keep the check-in process clear and organized.

8. Manual Help Desk Support

   For guests who had difficulty registering, could not access their invitation, or needed additional validation, a help desk was available on-site to manually check, input, and validate guest data.