Choosing an event app is harder than it looks, because they all promise the same thing: "boost engagement". The difference is in the details you only find out after signing. This checklist gathers the 10 points that matter most, with the right question to ask each vendor.
1. Can attendees get in within 30 seconds?
Every step before first use lowers adoption. Ask whether an account, email confirmation or app download is required, and how many people drop off along the way.
2. Does it carry your brand?
For a corporate or association event, an app with the organisation's logo and colours builds more trust. Ask whether white-label is offered and whether it costs extra.
3. Does it do check-in?
QR check-in saves queues and gives you real attendance numbers. Confirm that staff can validate with a phone and that it works on a weak connection.
4. Does it support networking?
Swapping contacts by QR and choosing what to share (name, email, company) beats business cards. Confirm that attendees control their own privacy.
5. Is there a way to keep people active?
An app with just the agenda gets opened twice. Features such as challenges, quizzes, points and a leaderboard give people reasons to reopen it during the day.
6. Does it work in several languages?
At international events, the interface and the content (challenges, questions) should exist in more than one language. Ask whether it is only the interface or also the content you create.
7. Is it GDPR compliant?
- Who is the controller and who is the processor?
- Is there a data processing agreement (DPA)?
- Where is the data stored and for how long?
- Can attendees delete their account?
8. What data do you get at the end?
Ask for a sample report: attendees, activity over time, most completed challenges, leaderboard. These are the numbers that justify the investment to a client or management.
9. How is it priced?
There are three models: monthly subscription, per attendee or per event. If you run few events a year, paying per event avoids paying for months with none. Confirm what the price includes and whether extra attendees cost more.
10. How long does it take to go live?
If setup takes weeks and meetings, it will not work for an event next month. Ask how long it takes to import the attendee list and publish the event.
Questions to ask in a demo
When you talk to a vendor, ask to see the app working, not just a presentation. These five questions help separate what exists from what is only promised:
- Can you show me the app on a phone, the way an attendee will see it?
- How long does it take to import 200 attendees and publish the event?
- What happens if the internet connection drops during check-in?
- What data can I export at the end, and in what format?
- What is the total cost for my event, including extra attendees and support?
If any answer is vague, treat it as a "no" until proven otherwise.
How Questa answers this event app checklist
- Attendee import from CSV/Excel, with a welcome email in each person's language.
- QR check-in and networking, event feed, challenges, quizzes and points.
- Interface and content in Portuguese, English and Spanish.
- Per-event pricing with a free tier up to 5 attendees; an app with your own brand is available on the Agency plan.
- The organisation is the controller and Questa the processor, with a DPA accepted on the platform.
If you would like to see how it would look for your event, book a demo: we will go through the checklist with you using your specific case.
