Conference Attendance Tracking Hardware & Scanner Rental

Positive Proximity can provide and setup industry standard, low profile long range RFID scanners. Our advanced tracking and monitoring platform will provide you with live session tracking and dwell time analytics. A level of reporting detail unmatched in the industry.

We can provide printers for your on-site registration badge printing. RFID and QR/Barcode encoding are both supported.

Turn-key check-in stations can be rented and deployed to process high volumes of session tracking. Our advanced software-based check-in tools can run with and without a network connection, ensuring that your attendance tracking goes smoothly.

Wireless handheld scanners are the most flexible attendance tracking hardware we rent. A staff member stands at a session entrance and scans the QR code or barcode on each badge as attendees arrive. Nothing is installed in the room, nothing is cabled, and there is nothing for the venue to approve — which is often the deciding factor in hotels and convention centres that charge for rigging or refuse it outright.

Each scanner is assigned to a session on your schedule, so every scan is attributed to the right room and the right time slot without anyone keying anything in. One device can be reassigned from room to room through the day, and the same hardware records arrival at the front door as easily as attendance in a breakout.

Scanners validate the attendee as they read the badge: an unknown or duplicate badge, or an attendee who does not have access to a ticketed session, is flagged on the screen at the door rather than discovered in the reporting afterwards.

They work offline. Scans are stored on the device and upload automatically when a connection returns, so a weak signal in a back-of-house meeting room costs you nothing. Where coverage is good, scans synchronise in real time and appear in reporting within seconds, feeding the same session counts, CEU calculations and data exports as every other tracking method.

Handhelds suit small and mid-size conferences, and breakout rooms at larger ones where RFID readers are reserved for the main halls. For very high volumes moving through a single door at once, RFID attendance tracking will clear the queue faster. The same devices are used for exhibitor lead retrieval, configured for lead capture instead of attendance, so a single rental can cover both.

Scanners are pre-configured for your event, delivered, supported on site and collected at the end.

Renting equipment is the easy part. What makes it work on the day is everything around it, and that is included rather than quoted separately.

Pre-configuration. Every scanner, reader, printer and station is set up against your event before it leaves us — your roster, your session schedule, your badge design, your access rules. Hardware arrives knowing what event it is working.

Delivery. Equipment is shipped to the venue or hand-carried by our technicians, timed to your set-up window rather than dropped off whenever a courier arrives.

On-site deployment and testing. Readers are positioned and range-tested at the actual doors they will cover, printers are loaded and test badges produced, and stations are checked against the live roster before the first attendee arrives. Venue Wi-Fi is tested at the point of use, not assumed.

Support through the event. Technicians can stay for the duration for larger conferences, or be on call for smaller ones. Because the platform monitors the equipment as well as the attendance, a scanner that stops reporting raises a warning rather than being noticed at the end of the day.

Collection and return. We pack and take the equipment away. Your data stays in the platform, and reports and exports remain available after the hardware has gone.

We've got the hardware, the tools, and the expertise to help manage your event from start to finish.