Reception and registration

AI-powered reception and registration desk

The first two minutes decide how a guest feels about the rest of your event. A queue at the door, a name missing from a list, a printer that jams: these are the things people remember. FAIM builds the reception layer that removes them, from self check-in kiosks and badge printing to AI hosts that greet, answer and guide in Arabic and English.

You can open the CONCIERGE check-in demo in your browser before you ask for a quote.

AI powered reception and registration desk built by FAIM

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The problems we solve

  • Three hundred guests arrive in the same ten minutes and the desk has two laptops.

    Self check-in kiosks clear 150 to 200 pre-registered guests per kiosk per arrival window. We size the desk to your peak, not your total.

  • A delegate is on the list under a different spelling and the queue stops.

    Name, phone, QR and face match all resolve to one profile, with fuzzy search and duplicate detection built in.

  • Your best staff spend the morning answering where the toilets are.

    An AI host trained on your agenda, venue map and sponsors answers the routine questions in Arabic and English, by voice, all day.

  • The venue Wi-Fi drops and registration goes with it.

    The system runs on a local network. Check-in and badge printing continue offline and sync when the connection returns.

  • After the event you have a box of paper forms and no idea who actually came.

    Every arrival is timestamped and linked to a profile. Attendance, leads and host conversations export to CSV, Excel or your CRM the same day.

Why FAIM

  • We build the software, not just rent the kiosk. The check-in flow, badge layout, host script and dashboard are all made for your event.
  • Arabic and English are standard, including right-to-left layouts and a host that switches language when the visitor does.
  • A FAIM technician stands at the desk through the arrival window. Not on a phone number, at the desk.
  • The data is yours and leaves with you. We wipe event hardware before it leaves the venue.
  • You can try the CONCIERGE demo in a browser today, before any money changes hands.

The technical space

Every FAIM system has the same four parts. What the visitor touches, the FAIM application that runs it, what comes out, and the panel your team controls it from. Data moves along the connectors in both directions, on a local network, with no dependency on venue internet.

Guest inputKiosk, tablet or phone. QR, name, phone or face.
FAIM registration engineGuest list, rules, access tiers, AI host content.
Badge and host outputPrinter, welcome screen, voice host, hologram.
Admin and dataLive dashboard, exports, CRM sync, logs.

How it works, step by step

  1. Import

    Your guest list arrives as CSV or Excel. We clean it, de-duplicate it and map access tiers.

  2. Arrive

    The guest scans a QR, types a name or looks at the camera. The engine resolves the profile in under a second.

  3. Verify

    Rules run: tier, session access, consent, VIP flags. Edge cases route to a staffed lane with the record already open.

  4. Print and greet

    The badge prints. The welcome screen or AI host greets by name and points the guest to their first session.

  5. Log and sync

    Arrival time, lane and badge ID are written locally and synced to your CRM when online.

  6. Report

    Live dashboard during the event. Full attendance and lead export at the end of the day.

What an AI reception desk actually does

A traditional registration desk is a table, two laptops and a list. It works until three hundred people arrive in the same ten minutes. An AI-powered reception desk replaces the list with a system: guests check themselves in by QR code, name, phone number or face match, their badge prints in seconds, and a digital host handles the questions that would otherwise tie up your staff. Where is hall B. What time is the keynote. Is there parking validation.

The desk also becomes the first data point of the event. Every arrival is timestamped, every badge is linked to a profile, and every question the AI host answers is logged. By lunchtime you know who came, when they came and what they wanted to know, without anyone typing a thing.

Who it is built for

  • Conferences and summits with pre-registered delegates, VIP lanes and tiered access.
  • Exhibitions and trade shows where walk-in registration and lead capture at the entrance matter as much as the stands inside.
  • Corporate events and inaugurations where the guest list is sensitive and the welcome has to feel personal.
  • Showrooms and permanent lobbies that want a digital receptionist on duty every hour the doors are open.

Our solutions for reception and registration

  • CONCIERGE: digital reception and self check-in that registers guests and prints badges without a queue. Open the live demo.
  • SIBYL: a life-size AI digital human concierge that answers visitor questions in multiple languages, by voice.
  • LUMEN: a proximity hologram welcome that greets each arrival as they approach the entrance.
  • VAULT: secure data capture and lead systems that hold visitor records safely and export them cleanly.
  • COMMIT: the software backbone for registration, agenda, session access and post-event analytics.
  • IMPERIUM: enterprise-grade event automation that connects registration, visitor flow and reporting with AI.
  • ATHENA: an AI report generator that turns the day’s registration and interaction data into a readable summary.

Features

  • Four ways to check in. QR code from the confirmation email, name search, phone number, or facial recognition for returning guests who have opted in.
  • Badge printing in seconds. Name, company, access tier and QR on a branded badge, printed at the kiosk the moment check-in completes.
  • Walk-in registration. A short on-screen form for guests who did not pre-register, with duplicate detection so one person does not end up with three badges.
  • AI host in Arabic and English. A digital human or voice assistant trained on your event: agenda, venue map, sponsors, FAQs. It switches language when the visitor does.
  • VIP and tiered access. Different lanes, colours and permissions for delegates, speakers, press and sponsors, all driven by one guest list.
  • Live dashboard. Arrivals per minute, no-shows, peak times and queue length, visible to your team on a phone or a screen behind the desk.
  • Lead capture at the door. Consent-based capture that feeds straight into your CRM or a clean spreadsheet, with the fields you asked for and nothing else.
  • Fully branded. Logo, colours, type, badge layout, on-screen copy and the host’s voice and look are all set in the admin panel, not hard-coded.

Technical specification

SpecFAIM standard
01Kiosk hardware
32 to 55 inch touch kiosks or counter-top tablets, with thermal or full-colour badge printers. We plan one check-in point per 150 to 200 pre-registered guests arriving in a single window.
02AI host hardware
Life-size vertical LED or transparent hologram column for SIBYL and LUMEN; directional microphone and speaker for voice; depth camera for approach detection.
03Software
FAIM-built registration application with a separate interaction screen and output screen, an admin panel for branding and content, and role-based staff logins.
04Data
Guest list import from CSV or Excel; live export to CSV, Excel or your CRM; every record timestamped; consent captured on screen where required.
05Languages
Arabic and English as standard, right-to-left layouts included. Additional languages on request.
06Connectivity
Runs online, offline and on a local network. If the venue internet drops, check-in continues and syncs when the connection returns.
07Power and footprint
Standard 220V outlets. A two-kiosk desk with printers and one AI host needs roughly 3 by 2 metres of floor space.
08Lead time
Minimum five to ten working days from approval and advance for a standard check-in setup. Custom AI hosts with trained content take longer, and we will tell you the real timeline at the brief.

On-site support

A registration system is judged in the first thirty minutes after doors open, so FAIM is there for them. We deliver and install the day before, load the final guest list, print test badges and walk your front-of-house team through the staff screen. On event day a FAIM technician stands by the desk through the arrival window, handles edge cases such as a delegate registered under a maiden name, swaps a printer roll before it runs out and keeps the dashboard honest.

  • Pre-event setup and test run at the venue.
  • Guest list import and badge template approval before doors.
  • A FAIM technician on site during arrivals and on call for the rest of the event.
  • Spare printers, badge stock and a backup kiosk configuration ready to swap in.
  • End-of-event data handover: attendance, leads and host conversation logs in the format you asked for.

Proof from real events

At HEC Dhahran Expo our interactive hologram logged 4,187 interactions over 72 hours and captured 217 qualified leads, every one of them through on-screen capture rather than a paper form. At Aramco iktva our touchscreen wayfinder answered the questions a reception desk usually fields, so the desk could focus on arrivals. The same capture and content systems sit behind our reception desks.

How a FAIM project runs

  1. Conversation. You tell us the event, the venue, the expected numbers and how guests are registering today.
  2. Written scope. You get a scope with line-item pricing you can adjust: kiosks, printers, AI host, staff, days. We do not send bundled numbers.
  3. Build. The application, badge design and host content are built for your event, in Arabic and English, and tested with your real guest list.
  4. On site. A member of FAIM commissions the desk and stands by it while the event is live.

The client owns the delivered assets, including the data. FAIM retains its own underlying tools, frameworks and reusable systems.

Questions clients ask

Can it work without internet at the venue?

Yes. Check-in, badge printing and the AI host content all run on a local network. Online features such as live CRM sync resume automatically when the connection returns.

What happens to the guest data afterwards?

It is yours. We hand over attendance, leads and interaction logs in CSV, Excel or your CRM format at the end of the event and remove them from event hardware before it leaves the venue.

Can the AI host answer in Arabic?

Yes. Arabic and English are standard. The host detects the visitor’s language and switches, and the on-screen layout flips to right-to-left.

How many guests can one desk handle?

As a rule of thumb, one kiosk and printer clears 150 to 200 pre-registered guests in a single arrival window. We size the desk to your peak, not your total.

Do you attend on site?

Always. A member of FAIM commissions and stands by every installation we deliver.

Related solutions

Technical stories

How we build it, in detail, with the case studies and a small interactive lab in each.

Insights

Where this kind of work is heading, and how we would approach it.

Start with a conversation

Send the event date, the venue and the expected number of guests. Message us on WhatsApp or email info@faimglobal.com. You can also open working demos in our Experience Library before you commit.

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