Service Listing 20 - Session Scanning

Session Scanning allows administrative users to track attendance and/or dwell time for designated presentations, monitor room capacity, and to verify reservations prior to an attendee's admission to a specific presentation.  It is designed to be an extension of Cadmium's Mobile App solution and uses data from Cadmium's Registration module.  There are two distinct configurations of the session scanning functionality:

• Self-Check-In allows attendees to check themselves into a presentation by using a button within the Mobile App to scan a QR code specific to each presentation.
• Attendant Check-In requires a designated staff member or volunteer to scan a QR code printed on each attendee's badge.

Service Activities

While each Service Activity is strongly recommended, some become optional as the Customer's experience in the Eventscribe platform grows.  The Service activities below are listed in typical completion order, but the order may differ per implementation.  The following Cadmium provided Service Activities are included with each implementation of Session Scanning and are dependent on service activities outlined for the implementation of Registration and Mobile App modules.

1. Software Training
2. Boost Configuration
3. Testing

Services not listed are outside the scope of this agreement.

Important Notes

• QR Codes used for identification of an attendee are generated within edgeReg, Cadmium's registration system.  QR codes generated by other registration systems are not supported.
• A dedicated Wi-Fi network on site for exclusive use of scan tech equipment leads to optimal performance.  Allowing any other traffic on the dedicated network may negatively impact performance.
• It is the Customer's responsibility to designate sessions where scanning is desired.
• Staffing for Attendant Check-ins is not included.
• Scanning equipment is not included.
• Generating any QR codes for attendee badges and/or QR Codes for presentations/posters within Cadmium's speaker management system is the responsibility of the Customer.

Service Activity Descriptions

Activity 1: Software Training

This optional meeting provides an opportunity to discuss the Customer's use case for Check-Ins, and to provide training on the configuration steps.  If requested by the Customer, Cadmium will host calls to discuss the Customer's use-case, options for configuration, configuration steps, testing techniques, and reporting capabilities.  A typical implementation requires 1-2 training calls, with additional training available under extenuating circumstances.  It is the Customer's responsibility enable the Check-Ins functionality for desired presentation record prior to scanning technology being used.

Activity 2: Boost Configuration

Boost is a feature within the Mobile App that facilitates on-site communication for administrators, staff, speakers, vendors, and volunteers.  It is a required component of the Check-Ins solution if using Attendant Check-Ins. Upon completion of the 'Boost Set Up' Mission found within the App dashboard in myCadmium, Cadmium will facilitate training to review Boost features and how it is utilized for Check-Ins.  The 'Boost Set Up' Mission will prompt the Customer for a list of Boost users to be imported.  Upon receipt of this list, Cadmium will conduct a one-time import of the Boost users.  Subsequent additions or edits to Boost users list can be made manually by the Customer.  Subsequent changes to Boost tiles within the Mobile App will be conducted as needed upon receipt of a request by the Customer via the Cadmium ticketing system.

Optional Items

The following optional services are available for purchase.  Contact your Account Manager for further details and pricing.

Session Scanning (Check-Ins) On-Site Support

This activity provides hands-on technical support with setting up and using session scanning devices, along with troubleshooting during an event.  On-site support staff is limited to ten (10) hours/day/person including travel time to and from the event, and two (2) 30-minute breaks to be taken together or separately, per the Customer's preference.

Cadmium On-site Support providers are to remain on site at the event and to troubleshoot reported technical issues that arise.

Customer responsibilities are:

• Making lodging arrangements for each Onsite Support Provider and sharing the reservation details with Cadmium prior to the event.  Lodging accommodation must be within a 3-mile radius of the event, or additional transportation fees will be incurred and added to the final invoice.
• Determining and communicating the desired placement of attendants if doing Attendant Check-Ins.