487 check-ins, zero platform logo on the door
A boutique agency ran an invite-only brand activation with client branding, tiered lists, offline door ops, and recap metrics — without Eventbrite in the room.
- Total check-ins
- 487
- Completion rate
- 94%
- Median scan time
- 1.8s
- Peak arrival
- 7:15 PM
This case study is a composite based on typical agency activations on AizuPass. Client and venue names are illustrative.
The brief
A lifestyle brand agency needed door infrastructure for a single-night pop-up in a converted warehouse: ~500 invited guests, three entry tiers (VIP early, general, press), and a hard requirement that every guest-facing touchpoint read as the client — not a ticketing marketplace.
The agency had run similar activations on mass-market platforms before. The pain was familiar: platform logo on confirmations, discovery emails to their guests, and post-event exports that took a follow-up call to obtain.
What they configured
- Tiered guest list — VIP, GA, and press imported from the client’s spreadsheet in under ten minutes. Plus-one rules enforced per tier at the door.
- Business-tier white-label — Custom domain on the invite link, client logo on the QR email, no AizuPass branding on guest surfaces.
- Three scanner lanes — Main, VIP early, and press entrances each had a staff device on the same live list; duplicate scans surfaced as amber immediately.
- Offline queue — Venue cellular was unreliable in the loading bay. Scans queued locally for eleven minutes before sync; staff saw a pending count so they knew nothing was lost.
Night-of results
| Metric | Outcome |
|---|---|
| Check-ins | 487 of 518 invited (94% completion) |
| Median scan time | 1.8 seconds |
| Peak arrival window | 7:15–7:45 PM |
| Duplicate / screenshot attempts | Flagged at door, no double entry |
VIP arrivals triggered a distinct audio cue so door staff could greet early-access guests without reading every name.
After the event
The agency exported a CSV with check-in timestamps and tier breakdown for the client recap deck the same night — no “request your data” ticket. Headcount and peak-arrival stats matched what leadership expected from prior shows, with less manual counting.
Why they stayed off a public marketplace
- No competing-event emails to a list the client paid to build.
- No “Powered by” on the invite or scanner UX on Business tier.
- Faster cash flow story for ticketed side events on the same stack (48-hour Pro / daily Business payouts vs week-after-event norms elsewhere).
Stack fit
| Need | AizuPass surface |
|---|---|
| Client-branded invite + QR | Invite builder + white-label Business |
| Tiered door | Guest types + scanner |
| Multi-door staff | Unlimited scanners on Pro+ |
| Proof for the deck | Reports + CSV export |
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