With Covid-19 we realized: security is a fundamental component of events, and it goes hand in hand with functionality, efficiency, and above all, technology.
It was technology, in fact, that gave a turning point to the sector during what could have been a very difficult time—transforming it instead into a true goldmine.

According to AEFI, as early as 2023 the numbers for Italian trade-fairs were already reaching pre-pandemic levels, with an increase of 14% compared to 2022 and even more optimistic forecasts for 2024. Not surprisingly, Italian fairs generate a major economic impact, with an estimated value of €22.5 billion annually and an added value equal to about 0.7% of GDP.
Security and technology operate in synergy in the phase of digitalised event access control.

Thanks to event access control, managing entry to any type of gathering—trade-shows, corporate meetings, cultural or sporting events—is not only safer but also much simpler, faster, and more personalized.
The access control integrated in the event-app LetzFair goes far beyond mere identity checks.
It’s a dynamic feature offering a range of uses and advantages that optimise the entire event management process, can be exploited in multiple scenarios, and gather rich data so as to boost participant satisfaction.

Security

The first, and very important, benefit of event access control is obviously increased security. In the past, entry checks at fairs were often handled via manual solutions—paper tickets (to print and risk losing) or temporary badges. Such methods were prone to human error and opened the door to potential risks like badge counterfeiting or unauthorized entry.
With the introduction of digital event access control, there has been a radical shift in processes in terms of timing, simplicity and effectiveness. A system based on QR codes ensures only authorised persons can enter, drastically reducing the possibility of fraudulent access.
Additionally, real-time data collection via the app allows constant monitoring of who is inside the venue, facilitating rapid evacuations or timely interventions if needed; the app can push notifications to participants for schedule changes, emergencies or security updates. This instant communication elevates protection and ensures better management of critical situations.

Efficiency and Time-Savings

Have you ever had complaints about your event because visitors couldn’t access certain stands or pavilions due to overcrowding? Or that they wanted to attend a talk or presentation but the room was too full? One of the most critical aspects for both exhibitors and visitors is time wasted in long queues—both at event entry and within the venue.
Traditional access systems can create bottlenecks, slow visitor flow and generate strong dissatisfaction, which may significantly penalise future editions.
Thanks to digitalised event access control, these problems are bypassed from the start. Users register via the LetzFair app and receive their personal pass directly to their smartphone, which is enough to show both at event entry and for access to the various activities.
This enables real-time monitoring of crowd levels so that participants can choose the most favourable times to attend, or be notified via push when an area is less crowded.

Personalising the User Experience

Trade-shows are complex events, with thousands of participants, exhibitors, sponsors and simultaneous activities. One of the main challenges for organisers is ensuring every attendee experiences something unique and satisfying, encouraging loyalty and repeat attendance.
Event access control plays a crucial role here: it allows segmentation of the audience based on interest categories, declared preferences, specific access levels or even on-site or in-app behaviour.
This kind of segmentation is managed in the app using geolocation, which can send personalised notifications to participants based on interest and access level.

Cost Reduction

Adopting an access control system for events leads to significant savings in operational costs. Traditional entry management may require multiple layers of labour: setting up an online shop or outsourcing ticket sales (with associated commissions), printing and distributing physical tickets, staff to handle registration and supervise access and security.
This expense can be reduced by using an event-app like LetzFair, which via a single tool addresses much of the needs in ticketing and event access control. The integrated e-commerce in-app allows visitors to purchase tickets in one click and receive them directly in their personal area—eliminating several tedious and sometimes unclear steps. With access control via the app, printed tickets are no longer necessary (avoiding production and distribution costs, and reducing environmental impact) and the number of personnel required for managing entry can be drastically reduced, thereby optimising human resources which can be reallocated to strategic tasks.

Real-Time Data

The ability to collect real-time data is perhaps the most valuable advantage of digital event access control. Organisers can continuously monitor the number of people inside the venue, check entry and exit flows, and obtain a clear overview of how the event is performing—both in real time and for future editions.
Knowing event logistics and on-site attendee behaviour is a priceless resource that helps make more informed decisions across every aspect of the event.
You can thus better manage spaces, decide where to locate essential services such as water points or refreshment stands, identify high-value zones to offer sponsors, and collect this information and provide it to exhibitors so that they too can make conscious decisions about purchasing spaces in the most strategic areas.

Low Environmental Impact

In a time when reducing our ecological footprint is mandatory, opting for digital solutions contributes to reducing emissions both directly and indirectly.
First, it’s obvious that an event access control system based on QR codes dematerialises the use of physical tickets and badges—therefore reducing paper use and plastic.
Second, high-precision data and statistics from the event-app can support organisers in helping to reduce emissions—for example, offering participants free shuttle services from stations or airports (bookable via app) so visitors are encouraged to use public transport rather than private cars, avoiding related issues.

Event Access Control: Simple and Scalable

Adopting new technologies sometimes makes organisers wary, especially when perceived as complex or difficult to integrate into existing workflows.
Nothing could be more wrong.
LetzFair is a solution designed to be user-friendly, easy to integratLetzFairstomise, highly scalable and composed of modular features that can be activated or deactivated depending on the needs of the specific event. The event access control functionality, in particular, is designed to provide robust support to organisers and address a specific need—one that has emerged over time and been refined through our know-how and many trials—to offer a valid alternative to traditional access control.
Whether it’s a small-scale fair or a large international congress, access management with the LetzFair event app adapts to the specific needs of any organiser, and its flexibility allows handling any type of event, always guaranteeing maximum efficiency.
An all-in-one solution able to support organisers’ work and, above all, increase the satisfaction of all parties involved—from visitors to exhibitors and sponsors.