QR-Based Registration & Souvenir Validation System

QR-Based Registration & Souvenir Validation System is a custom event registration project developed for SRM Summit Pertamina 2025, an internal Pertamina event held at DoubleTree by Hilton Jakarta Kemayoran on December 4, 2025. For this project, we were trusted to handle the registration system that supported both guest check-in validation and souvenir redemption validation. Instead of using separate access methods, each guest received one unique QR code through their email invitation, which could be used for both event entry and souvenir collection. The final solution included a QR code scanner for on-site validation and one digital signage unit to display real-time registration activity on screen. The display showed guest name, company, and check-in time, helping the event team monitor attendance clearly while keeping the guest journey simple, fast, and organized.

1. Email Invitation with Unique QR Code

   Guests received their SRM Summit Pertamina 2025 invitation through email with a unique QR code. This QR code became the main digital access credential for the event, making the registration flow easier to manage before guests arrived at the venue.

2. Guest Check-In Validation

   The system was used to validate guest entry at the registration area. When a QR code was scanned, the system checked the guest data and confirmed whether the person was registered and eligible to enter the internal Pertamina event.

3. Souvenir Redemption Validation

   Beyond guest entry, the same QR code was also used to validate souvenir collection. This helped the event team track which guests had already claimed their souvenirs and reduced the risk of duplicate redemption.

4. One QR Code for Two Validation Flows

   Each guest only needed one QR code for both event check-in and souvenir pickup. This simplified the guest journey while giving the on-site team better control over multiple validation points using a single digital identity.

5. QR Code Scanner for On-Site Operation

   One QR code scanner was provided for the registration team to support fast and practical guest validation. The scanner helped speed up the check-in process and made the flow easier for the event crew to operate during the event.

6. Real-Time Digital Signage Registration Display

   A digital signage unit was used to display registration results on screen in real time, including guest name, company, and check-in time. This gave the event team clear registration visibility and created a more professional check-in experience inside the venue.