Technical partner for event agencies

You are an event agency.

Your role is to imagine the event, advise your client, manage production, content, suppliers and the thousands of details that will make everything work on the day.

And sometimes, in the middle of all this, your client asks:

“Could we have a registration website?”

Then:

“And an app for participants?”

Then:

“The badges would also need to be generated automatically.”

Then:

“Can we scan guests at the entrance, have real-time information in the back office, manage different VIP profiles, send notifications and change the programme at the last minute?”

At this point, it is no longer really a website or an app.

It has become a technical project in its own right.

Arkone supports event agencies as a white-label technical partner, designing and developing the digital tools they need for their events and those of their clients.

Arkone’s team working at an event control desk

Our role is not to take your place.

Quite the opposite.

You remain your client's agency, you keep your commercial relationship, and we work behind you as the technical team capable of turning an idea, a business need or sometimes a delightful Excel file with 28 tabs into a solution you can actually use.

Registration website, mobile app, badges, access control, organiser back office, participant management, allocation algorithms, notifications, real-time statistics…

We can work on a single component or take care of the event's entire technical setup.

A technical team to develop your clients' tools

Of course, not every event needs the same platform.

A convention for 300 people does not have the same constraints as a trade show welcoming several thousand participants, an international congress or an event involving dozens of different profiles.

This is precisely why we mainly work on custom solutions.

Registration website and platform

We can develop the event's registration website with, depending on the project:

Features and details

public or invitation-only registration
login with an identifier or personal code
different forms depending on the participant's profile
personalised invitations
registration for accompanying guests
activity selection
restaurant or time-slot selection
transport management
accommodation
dietary information
payment
automatic document generation
transactional emails
reminder campaigns.

The aim is simple: to prevent your team from spending the weeks before the event manually consolidating information scattered across several files.

Badges and access control

We also develop the systems used to welcome participants on site:

Features and details

generation of unique QR codes
personalised badges
on-site printing
access control
participant scanning
management of different accreditation zones
real-time attendance tracking
VIP access control
use across multiple devices.

The information is sent directly to the organiser's back office.

You can therefore see how many participants have arrived, identify people who are still expected or manage specific access permissions without manually recounting printed lists.

Participant mobile app

An event app can become the participant's main point of access throughout the event.

Features and details

In particular, we develop:

general or personalised programmes
practical information
maps
push notifications
news
photo galleries
networking
chats
questions during a plenary session
voting
quizzes
games
challenges
stand visits
QR codes
content unlocked progressively
activity selection
transport information
information personalised for each participant.

And above all: we do not try to fit your event into a pre-existing app.

We think the other way round.

How does your event work?

Then we build the tool around it.

Organiser back office and real-time data

The part visible to participants is often only half the project.

Features and details

Behind it, we develop the tools that allow teams to actually run the event:

number of registered participants
participant profiles
on-site attendance
allocations
waiting lists
activity selections
transport
accommodation
catering
custom exports
statistics
sending emails
notifications
app content management
programme changes
user permissions.

The back office can also be used by different suppliers: the agency, reception team, transport provider, hotel, caterer or technical teams, each with access only to the information they need.

True white-label delivery: your brand in front of the client, not ours

This is probably the most important point when we work with an agency.

We are not looking to take over your client.

Arkone can work entirely on a white-label basis.

The app can carry the event's name.
The website can be hosted on its own domain name.
The emails use the project's visual identity.
The back office uses the colours and visual elements agreed together.

And when a participant uses the solution, they have no reason to know about Arkone.

Depending on how you work, we can also adapt our presence in front of the end client.

On some projects, the agency prefers to introduce us openly as its technical partner.

On others, we work entirely in the background and all communication remains centralised through the agency.

Both approaches work.

You choose.

Our job is to make the technology work, not to insert ourselves into your commercial relationship.

What if something goes wrong on the day?

This is precisely when you discover the difference between buying software and working with a technical team.

An event is not a SaaS platform used quietly from an office.

Arkone’s two cofounders on site at the Point S Forum

At 8:30 am, 600 people may arrive almost simultaneously.
At 9:12 am, the programme scheduled for 11 am may be moved.
At 1 pm, a new VIP list may arrive.
At 4 pm, the Wi-Fi in one area may decide it no longer particularly wants to cooperate with you.
And at 6:03 pm, someone may ask:
“Could we now send a notification only to the people in group B who have not yet checked in?”

We know how this works.

This is why Arkone can be present directly at the event venue, alongside your teams.

We can prepare equipment, test access, support reception teams, supervise the tools, monitor data and intervene immediately when an unexpected situation arises.

Our developers know the platforms they use because they developed them themselves.

So there is no first-line support team opening a ticket to pass the problem on to someone else.

When necessary, we can look directly at what is happening and act.

For an agency, this also means something very simple: you do not have to become technical experts in our solution to offer it to your client.

How does a project with Arkone work?

There is not really such a thing as a typical event project, but our method generally remains the same.

You tell us about the event

Number of participants, dates, profiles, registration journeys, logistical constraints, planned features and, of course, budget.

At this stage, not everything needs to be perfectly defined.

Very often, our work is precisely about turning a business need into a technical solution.

We assess the requirements

Not every idea necessarily requires development.

And some apparently simple requests actually conceal real operational complexity.

We therefore try to understand why a feature is being requested before deciding how to build it.

This can sometimes simplify the project considerably.

We define the different components

Registration website
Back office
Mobile app
Data management
QR codes
Badges
Algorithms
Interfaces for on-site teams
Emails
Notifications

Together, we define what needs to be developed specifically and what can be reused from solutions we have already produced.

Design and development

We can work from the art direction provided by your agency or also take care of UX/UI design.

The aim remains the same: participants should feel they are using the event's own tool, not generic software with your logo added to it.

Testing and acceptance

Before opening, we test the different journeys and special cases:

registration, changes to information, QR codes, permissions, imports, exports, the app, account operation, email campaigns and data reaching the back office.

Launch and support

Once the tools are open to participants, we remain available to support your teams until the event.

And when a project returns the following year, we obviously do not start everything again from scratch.

The platform can evolve.

This is, in fact, one of the most important advantages of a solution built with an agency over several editions.

Some event projects we have already delivered

Our event experience is not based on a theoretical platform.

The tools we develop have already been used in real conditions: registration, access control, international events, mobile apps and systems serving several thousand users.

Case study 1 – More than 6,000 people to accredit for Village Rugby

For Village Rugby, organised in Paris during the 2023 Rugby World Cup, Arkone developed a system to manage more than 6,000 staff members.

Registration, accreditation, QR codes and access control centralised information and allowed profiles to be checked directly on site.

The difficulty was therefore not simply creating a form.

We needed to design a tool that would remain usable when several thousand people, profiles and access permissions had to be managed in a real event setting.

Village Rugby ran from 8 September to 28 October 2023, representing more than seven weeks of event operation.

Volume:more than 6,000 staff members

Event operation:51 days

Pre-event support period:6 months

Case study 2 – Coca-Cola / Olympic Torch Relay: a custom system delivered on a tight deadline

For Coca-Cola and the Olympic Torch Relay, Arkone built a custom digital system to manage guests across several VIP venues around Marseille’s Old Port.

The project brought together several components:

a multi-profile app
a scanning system
a registration website
an algorithm to automatically allocate guests across several VIP venues

Built under extreme time pressure, the system was delivered on time in two and a half weeks.

Delivery time:2½ weeks

System:App, scans and registration

Case study 3 – Point S Congress / Forum: a custom solution that evolves with each edition

Since September 2021, Arkone has supported Point S at its congresses and forums with custom digital tools tailored to each edition.

For congresses, both in France and internationally, the systems combine a personalised registration website, a dedicated app, a back office and seating algorithms, depending on the edition. Each new event benefits from the tools and experience gained from previous editions.

For forums, including those at the Parc Floral and in Lyon, apps for participants and stands make scanning and interactions easier. Live management and dynamic seating plans help teams run the event, with on-site support from Arkone.

This long-term collaboration reflects Point S’s continued trust and allows the solutions to evolve for future editions.

Ongoing collaboration since:September 2021

System:Registration, apps, back office, seating and scanning

Case study 4 – 700 participants and complete registration management

For Unigrains' 60th anniversary, Arkone supported the digital setup of an event bringing together around 700 participants.

The solution included:

the registration website;
email campaigns;
personalised invitations;
participant management;
seating plans;
individual QR codes;
scanning guests on arrival.

The project therefore kept data consistent from the invitation through to the participant's physical arrival at the event.

Volume:700 participants

System:Registration, invitations and scanning

Looking for a technical partner rather than another piece of software?

This is probably the best way to sum up our positioning.

We have, of course, already developed many reusable components.

We have no interest in coding a QR code system or a participant management interface for the twenty-fifth time.

This helps us move quickly and keep budgets reasonable.

But we also do not want to tell you that your event must change the way it works because our software only has three buttons.

We reuse what can be reused and develop what really needs to be specific.

Arkone working with the WanderMeet team during a project workshop

Arkone supporting teams on site during the Point S Forum

For an event agency, this means having a technical team capable of working on several projects without systematically starting from scratch.

And the more we work together, the simpler it becomes.

We learn how you produce events.

You know how we work.

Some components can be reused from one event to another.

And we gradually become your outsourced technical team rather than a new supplier who needs briefing on every project.

FAQ – Working with Arkone on a white-label basis

Does your name appear anywhere in front of our client?

Not necessarily.

We can work entirely on a white-label basis: your identity or your client's appears on the tools while Arkone stays in the background.

If you would rather introduce us as your technical partner, that is also possible.

We simply adapt our positioning to the way you work with your client.

How long does it take to develop an event app?

It depends very much on the project.

An app based on components we have already developed can be set up much faster than a system involving complex registration, algorithms, several user profiles, a back office and entirely custom features.

The most effective approach is generally to give us the event date, even when the specification is not yet complete.

We can then determine what is realistic, prioritise features and organise development accordingly.

And yes, we are used to event schedules where the date of the event itself will not move.

Can you be present on site during the event?

Yes.

We regularly work directly on events.

This presence can range from installation and testing before opening to a full technical control desk during the event.

We can also train reception teams to use the tools and remain available to make changes in real time.

Who keeps the participants' data?

This is agreed with the agency and organiser as part of the project.

In the most common setup, the organiser remains the data controller and Arkone acts as a technical service provider / processor under the GDPR.

Hosting, access, retention and deletion arrangements are defined according to the project's needs.

And above all: we do not build a separate marketing database from your event participants.

Can we reuse a solution developed for a previous event?

Yes, and that is often the aim.

If we have already developed an app, registration system or back office with you, we can reuse that foundation for a new edition and develop it further.

This generally reduces delivery times and the cost of subsequent editions while retaining the option to add new features.

Several of our event collaborations continue in this way over a number of years.

How does invoicing work when you work with an agency?

We adapt to the way the agency operates.

We can invoice you directly for our technical services, leaving you free to include them in your overall commercial proposal.

We can also clearly separate design, development, operation, on-site presence and maintenance costs so that you can build your own offer.

Our aim is to keep the commercial model simple and clear for you.

Sébastien and Valentin, Arkone’s cofounders

Let's talk about your next event

Do you have a tender in progress?

Has a client just asked you for an app when it was not included in the original quote at all?

Are you looking for someone who can take care of registration, the app and access control?

Or do you simply want to know whether a slightly unusual idea is technically feasible before proposing it to your client?

Let's talk.

Even when the requirements are not yet perfectly defined, we can help you scope the technical side and quickly determine what is possible.

Arkone – Custom web development, mobile development and event solutions