A planning tool designed to estimate required hardware quantities and associated costs for the hosted event check-in process. The calculation does not includes: Taxes, shipping fees, staffing, lead scanning, etc.
Inputs
Total registered or expected attendees.
Percent of attendees arriving during the busiest hour.
Select the estimated average check-in time per attendee.
- 30 seconds with a QR-Code
- 60 seconds without a QR-Code.
Recommended planning range is 70% to 85%.
Additional capacity for surges, lookup issues, and variance.
Scenario benchmark is used for a cross-check against the formula output.
Recommendation
Enter values to generate a planning recommendation.
Cost estimate
Enter values to calculate the estimate.
Results
Peak arrivals per hour
0
Attendance × peak arrival percentage
Kiosk capacity per hour
0
Based on average check-in time and utilization
Formula-based kiosks
0
Rounded up and includes resilience buffer
Executive planning range
0
Tier guidance based on revised cost-conscious model
Recommended help desks
0
Scenario cross-check
0
Operating note
N/A
Risk flag
N/A
Formula
Peak arrivals per hour = Attendance × (Peak arrival % / 100
Capacity per kiosk per hour = (3600 / Average check-in time in seconds) × (Target utilization % / 100)
Formula-based kiosks = CEILING((Peak arrivals per hour / Capacity per kiosk per hour) × (1 + Buffer % / 100), 1)
Executive tier guidance
Expected attendance
Recommended kiosks
Help desks
Operating notes
Up to 250
2
1
Small event profile with standard QR or fast lookup.
500 to 999
3
1
Balanced setup for moderate arrival volume.
1000 to 1499
4
1
Managed queue flow with separate exception handling.
1500 to 1999
5
1 or 2
Flat kiosk count works when flow is controlled.
2000 to 2999
5
2 or 3
Improve staffing and routing before scaling hardware.
3000 to 4499
6
3
Sustainable when arrivals are distributed.
4500 and up
8 to 15
4 to 6
Expanded capacity without disproportionate cost growth.
Build and maintained by: Eric Laperriere Event Platform Consultant, Live streaming, and Brightcove specialist 2026, ver. 2.0