Datadog Live 2025
Part of Datadog's global "Live" events and summits series throughout 2025, featuring keynotes on AI-powered observability, technical workshops, and customer success stories. EventX provided large-scale attendee check-in, badge printing, offline support, real-time analytics, and dedicated on-site technical support.
The Status Quo
Ultimus Production, the event organiser behind Datadog Live 2025, needed to manage large-scale attendee check-in for a high-profile global tech brand. Walk-ins, RSVP workflows, badge printing, and kiosk check-in all had to work together seamlessly — in a live event environment with zero tolerance for technical issues.
Before EventX, coordinating event communications, outreach, and on-site operations required juggling multiple tools. Real-time analytics were difficult to access, and offline check-in support was unreliable — creating operational risk during peak periods when network congestion could slow verification.
The organiser needed an integrated system that could handle everything — from pre-event attendee management to on-site execution with live technical support.
Three Operational Hurdles
Large-scale attendee check-in with walk-ins and RSVPs
Managing a mix of pre-registered attendees and walk-ins while maintaining fast check-in speeds required a system that could process both flows simultaneously. Manual verification was too slow, and any delay at registration would set a negative tone for the premium event experience.
Reliable offline check-in and badge printing
In a hotel venue with potential network congestion during peak check-in, relying on cloud-only verification was risky. The system needed offline capability to continue processing attendees without interruption, with badge printing that maintained professional quality regardless of connectivity.
Real-time analytics and live-event technical support
The organiser needed instant visibility into check-in progress, attendance numbers, and queue status to make real-time decisions. Plus, dedicated weekday live-event technical support was essential to resolve any hardware or software issues before they impacted the attendee experience.
EventX Features in Action
A comprehensive event management system that combined attendee management, on-site check-in, and live technical support into a single reliable platform.
RSVP & Attendee Management
Annual Event Management System License with in-person RSVP and attendee management package. Automated email communications and outreach tools kept attendees informed, while the centralized database handled both pre-registered guests and walk-in registrations.
Check-In App & Badge Printing
QR scanning with instant badge printing, kiosk mode for self-service, and offline capability ensured continuous operation regardless of network conditions. Attendees checked in within seconds and received professional printed badges on the spot.
Real-Time Analytics & On-Site Support
Live check-in analytics gave the team instant visibility into attendance progress. Dedicated weekday live-event technical support ensured all hardware — iPads, printers, routers — was set up, tested, and monitored throughout the event with immediate troubleshooting.
For a global tech brand like Datadog, the attendee experience has to be flawless from the moment they walk in. EventX's check-in was lightning-fast, the offline mode gave us confidence even if the network dropped, and the on-site tech team handled everything. We did not have to think about operations at all.
— The Organizing Team, Ultimus Production — Datadog Live 2025
Event in Action
Frequently Asked Questions
How did EventX handle walk-in registrations alongside pre-registered attendees?
EventX's attendee management system supported both pre-registered attendees and walk-ins simultaneously. The check-in app could process walk-in registrations in seconds — capturing details and printing badges without disrupting the flow for pre-registered guests.
What offline check-in capability did EventX provide?
The EventX Check-In App operated in offline mode, storing attendee data locally on the iPad. When connectivity was restored, the app synced check-in data back to the cloud. This ensured continuous operation even during network congestion or outages in the hotel venue.
What kind of on-site technical support came with the EventX package?
EventX provided weekday live-event technical support — trained technicians who set up and tested all iPads, printers, routers, and backup units before the event. Throughout the live event, they monitored systems in real time and provided immediate troubleshooting for any device or connectivity issues.
How did real-time analytics help the organiser during the event?
EventX's real-time check-in analytics dashboard gave the Ultimus Production team instant visibility into attendance numbers, check-in progress, and queue status. This enabled them to make informed decisions about staffing, redirecting resources, and optimizing the attendee flow during peak periods.
Ready to deliver flawless check-in at your next corporate event?
EventX provides end-to-end event management — from RSVP and attendee management to on-site check-in, badge printing, offline capability, and dedicated technical support.
Get in touch for a walkthrough