Q-Pass Smart Venue
Plan every detail. Welcome every guest.
For venues, event & wedding planners.
Connect invitations, RSVP, guest details, seating and check-in in one platform, helping planners and venue teams stay coordinated from the first invitation to the final arrival.
- Invitations
- RSVP
- Guest management
- Seating
- Check-in
One shared view of your event
Keep RSVP responses, guest requirements, seating and arrivals connected for the teams who need them.
The challenge
Events still run across disconnected tools.
Guest information is spread across spreadsheets, chats, calls and printed plans. When details change, keeping every team updated becomes harder.
01
Different versions of the guest list
Invitations, confirmations and last-minute updates sit in separate files and conversations.
02
Time spent chasing responses
Repeated calls and messages to confirm attendance, party size and guest requirements.
03
Seating changes to coordinate
Every change needs to reach the planner, venue and entrance team.
04
Pressure at the entrance
Staff search for names, confirm party details and check seating while guests wait.
The connected solution
One event. One shared view.
Keep guest responses, requirements, seating and arrivals connected. Planners and venue teams work from updated information, with access appropriate to their role.
Invitations & RSVP
Share event invitations and collect attendance responses and guest requirements.
Guest management
Keep response status, party size, dietary needs and notes organised together.
Seating & space planning
Arrange tables and zones visually, with guest assignments and availability in view.
QR check-in
Validate QR Passes, record arrivals and help reception direct guests to their assigned table or zone.
Illustrative previewSummer Reception · Sat 14 June
Invited
180
Confirmed
142
Awaiting reply
24
Checked in
96 / 142
| Guest | RSVP | Requirements | Table | Check-in |
|---|---|---|---|---|
| Maria Pappa (4) | Confirmed | 1 vegetarian | 12 | Arrived |
| Nikos Lambrou (2) | Confirmed | Gluten-free | 7 | Expected |
| Elena Kosta (3) | Awaiting reply | — | — | — |
Seating preview
Fictional guests and figures, for illustration only.
Who it helps
Better prepared venues. Better coordinated planners.
For venues
Prepare your space and teams around the guests you expect.
- Plan seating and service around confirmed guest needs.
- Keep venue and reception teams informed of changes.
- Monitor arrivals and occupancy, with attendance reporting after the event.
- Offer clients a more organised event experience.
For event & wedding planners
Keep guest coordination organised as your event takes shape.
- Track RSVP responses and outstanding confirmations.
- Manage party details, dietary requirements and seating together.
- Share updated information with venue teams.
- Reduce repeated updates across separate files and conversations.
How it works
From setup to arrival, in four steps.
A connected workflow for setting up your event, collecting responses, organising guests and welcoming arrivals.
01
Create
Set event details, schedule, capacity, access rules and team permissions.
02
Invite
Share the event link or QR code through your communication channels.
03
Coordinate
Track RSVP responses, organise guest requirements and arrange seating.
04
Welcome
Scan QR Passes, record arrivals and direct guests to their table or zone.
QR PassSummer Reception
Sat 14 June · 19:30
Maria Pappa · party of 4
Attendance confirmed
The guest experience
A simpler journey for every guest.
Guests open their invitation, submit their response and receive a personal QR Pass once their attendance is confirmed.
01
Clear event details
Date, time, location and practical information in one place.
02
No app required
Guests respond through the link they receive.
03
An organised welcome
Reception checks the pass and finds the relevant reservation and seating details.
Where it fits
Built for many kinds of events.
Bring your next event into sync.
Tell us about your venue or planning workflow. We’ll show you how Q-Pass connects guest information, seating and arrivals.
View the Events & Planning Booklet