How can an event website, ticket sales, bookings for capacity-limited workshops, attendee check-in, participant communication and a mobile app all be combined within a single system?
How can an event website, ticket sales, bookings for capacity-limited workshops, attendee check-in, participant communication and a mobile app all be combined within a single system?
For Optometria 2026, the KOJ event agency commissioned MKonferencja to deliver a comprehensive technology solution for the event organiser, Polskie Stowarzyszenie Soczewek Kontaktowych (the Polish Contact Lens Association).
The implementation covered the entire attendee journey: from the first visit to the event website and the purchase of a ticket and workshops, through on-site check-in and communication during the conference, to the delivery of participation certificates.
About Optometria 2026
Optometria 2026 was the twelfth edition of a conference aimed at optometrists, ophthalmologists and professionals from the optical sector. The event took place from 17 to 19 April 2026 at the DoubleTree by Hilton hotel in Kraków.
The programme included lectures delivered by Polish and international experts, meetings with industry partners and numerous practical workshops. The main topics included behavioural therapeutic methods, diplopia, presbyopia and the foundations of neuro-optometry.
The workshops attracted particularly strong interest from attendees. In addition to paid sessions, the organiser offered 16 additional free workshops. Each workshop had a limited number of places, which meant that bookings had to be closely linked to attendee registration and current availability.
The challenge: multiple processes, one attendee
For an event of this complexity, launching a registration form alone would not have been sufficient. The system had to support several interconnected processes:
- the sale of different ticket types,
- the purchase of additional options,
- registration for paid and free workshops,
- management of workshop capacity,
- access to an individual QR ticket,
- attendance verification at the conference and individual workshops,
- management of headsets used for simultaneous interpreting,
- ongoing communication via SMS and push notifications,
- access to the programme and conference materials,
- attendee networking,
- preparation of certificates containing RIZM numbers.
All these elements had to use consistent attendee data. Information collected during ticket purchase was subsequently required in the mobile app, at the reception desk, during workshops and when generating certificates.
A dedicated event website
The first part of the implementation was the Optometria 2026 website, created using the MKonferencja system.
The website served as the main source of information before the conference. Attendees could use it to access news, the agenda, speaker profiles, partner information, the exhibitor map, abstracts, the photo gallery and contact details.
The website was integrated with the other elements of the event management system. Its content could also be used in the mobile app, making updates easier and reducing the need to manage several separate communication channels.
More information about this solution is available on the Event Website page.
Ticket sales and bookings for capacity-limited workshops
The attendee registration and ticketing system was adapted to the Optometria 2026 sales model.
Attendees could select the appropriate ticket type, enter their registration details, add available options and purchase access to workshops. The official event price list distinguished between lecture-only tickets and packages that included between one and three additional workshops.
Managing availability was one of the most important parts of the process. The workshops were very popular, while the number of attendees for each session was limited. The system linked each booking to a specific order and attendee registration, giving the organiser an up-to-date list of participants for every workshop.
Once registration was complete, information about the purchased ticket and selected sessions was also available in the mobile app and the reception app.
MK Recepcja – on-site attendee management
The MK Recepcja reception app was used during the conference. It enabled the event team to find an attendee manually or scan their individual QR code before performing the appropriate action on their record.
The app was used for:
- recording attendance at the conference,
- verifying access to purchased workshops,
- recording attendance at individual sessions,
- registering the issue of headsets for simultaneous interpreting,
- confirming the return of each headset.
Thanks to predefined actions, the reception team did not have to maintain separate lists for tickets, workshops and loaned equipment. All information was assigned directly to the attendee’s registration record.
Recording headset collection and return also produced a measurable financial benefit. Each set was assigned to a specific attendee within the system, reducing the number of lost headsets to zero. As a result, the organiser avoided the cost of replacing missing equipment.
The reception app streamlined on-site service and gave the organiser an up-to-date overview of each attendee’s status.
SMS campaigns and notifications
The event also used SMS campaigns. This channel was particularly useful for sending short organisational messages that needed to reach attendees quickly.
Communication was supplemented by news updates and push notifications delivered through the mobile app. The organiser could use them to announce programme changes, remind attendees about upcoming workshops and communicate other important conference information.
Combining the website, SMS messages, news updates and mobile notifications made it possible to choose the right communication channel for each type of information.
A dedicated Optometria 2026 mobile app
A dedicated mobile app was created for conference attendees. It served as a convenient source of information while also supporting event access, programme personalisation, interaction and networking.
The app included the following modules:
Access and registration
- Login,
- QR Ticket,
- Your Registration.
Attendees had access to their individual tickets as well as information about their registration and purchased options.
Programme and information
- Information,
- News,
- Agenda,
- Speakers,
- Partners,
- Exhibitor Map,
- Contact,
- Abstracts,
- Photo Gallery.
The most important conference content was available directly on each attendee’s mobile phone.
Interaction and networking
- Surveys,
- Wall,
- Notifications,
- Meeting Scheduling.
Attendees could provide feedback, follow current announcements and connect with other people taking part in the event.
Participation certificates with RIZM numbers
Following the conference, the system was used to prepare personalised participation certificates containing RIZM numbers.
The details required to issue each document were taken from the attendee registration records. This ensured data consistency and reduced the amount of manual work involved in preparing and checking certificates.
The certificate represented the final stage of the digital attendee journey, which began with the purchase of a ticket and continued through to post-event service.
One connected attendee journey
The MKonferencja implementation connected all the most important attendee touchpoints:
- Attendees discovered the event through its dedicated website.
- They purchased a ticket and selected available workshops.
- They gained access to the mobile app and their individual QR ticket.
- The QR code was used for conference check-in and workshop attendance verification.
- Attendees received information through SMS messages, news updates and push notifications.
- After the conference, they received a personalised certificate containing their RIZM number.
Attendee information did not have to be transferred repeatedly between separate tools. The original registration record provided the basis for every subsequent stage of service.
What did the event management system deliver?
Using one system for the website, ticketing, mobile app and reception provided:
- consistent attendee data across all modules,
- capacity management for popular workshops,
- a direct link between purchased options and individual attendees,
- easy access to QR tickets,
- faster on-site attendee verification,
- full records of headset issue and return,
- zero lost interpreting headset sets,
- no replacement costs for missing headsets,
- attendance control for purchased workshops,
- communication through several complementary channels,
- mobile access to the programme and event materials,
- attendee networking tools,
- personalised certificates containing RIZM numbers.
Optometria 2026 demonstrates that an event management system can provide much more than attendee registration alone. Its greatest value comes from combining sales, communication and on-site logistics within one process based on consistent data.
An event management system for your conference
Are you organising a conference with paid registration, capacity-limited workshops, a dedicated mobile app and on-site attendee services?
MKonferencja can combine an event website, ticket sales, a mobile app, attendee communication and reception services within one system. Contact us to discuss a solution tailored to your event.
Frequently asked questions
Can MKonferencja manage ticket sales for capacity-limited workshops?
Yes. Each workshop can have its own price, date, time and attendance limit. A booking is assigned to a specific attendee, and the system prevents further registrations once all available places have been taken.
How does the reception app work during a conference?
The event team scans the attendee’s QR code or finds them on the attendee list. They can then record attendance and perform additional actions, such as confirming workshop access or registering the issue and return of equipment.
Can attendees access their tickets in the mobile app?
Yes. Once logged in, attendees can access their individual QR tickets as well as information about their registration and purchased options.
Can a conference app support networking?
Yes. The meeting module allows attendees to find other participants and arrange meetings during available time slots.
Can the system generate certificates containing RIZM numbers?
Yes. Certificates can be personalised using attendee data and can include individual RIZM numbers.