Sports festival · Moscow · 11 July 2026
1,680 participants, results the same evening. Two weeks of development
Client: RFSO Lokomotiv · Venue: RZD Arena, Moscow
- 1,680 participants
- 361 families
- 327 staff and volunteers
- 6,810 QR scans in a day
- winners announced the same evening
What the client had
- an inbox where applications, medical certificates and questions arrived mixed together
- spreadsheets with participant lists and no single database
- a date on the posters — 11 July — that could not move
What had to be done
- registration for about 1,700 people, in families, with children who have no email
- check-in and points by QR, no paper sheets
- results on the evening of the festival, not a week later
Everyone gets their own account
Registration opened at 10:00 on 30 June, announced to every division at once. 632 registrations on day one, 196 in the first hour, up to 8 a minute — rehearsed beforehand with a hundred people pressing the button at the same time. A family registers as a group: a mother adds children who have neither email nor phone, sends her husband a link, and the family’s points are shared — a son on the trampoline scores for all four. 361 families, 440 children
196 in the first hour
Who is responsible if something happens
Consents and children’s medical certificates live in the system, not in the inbox: 1,538 consents collected before the gates opened. If anything happens on the field, the organiser can show who was cleared and by whom
- Uploaded
- Checked
- Cleared
- Letter sent
For a child, the letter goes to the responsible adult — naming the child
Festival day: one screen per role
The family has a QR on the phone, the volunteer on the field has one screen with big buttons, the HQ has a dashboard on a laptop. 81 volunteers awarded points, no queues; the peak was 1,129 operations an hour, up to 34 a minute at 10 in the morning. 909 check-ins on a live counter, 248 staff on one shift screen
The QR is real: point your camera and do-it.agency opens
Untick anyone not here
The same evening
Points added up as they were awarded, so at 15:32 the ranking was frozen and the podium was ready: family ratings, team ratings, special nominations and a presentation for management — as a file, that evening. 151 emails from participants turned into a table with statuses; every one was answered
| Subject | Received | Status |
|---|---|---|
| Confirmation code not arriving | 09:14 | resolved |
| Can I add a second child | 10:02 | resolved |
| Clearance email not received | 11:37 | in progress |
| Change of sport | 12:05 | unanswered |
The numbers
- 1,680participants
- 361families
- 327staff and volunteers
- 1,538consents
- 36,539points awarded
- 1,129operations per hour at the peak
- 2 weeksof development
Works the same for
- corporate sports days
- city races
- industry festivals
- any event where a thousand people must be registered, cleared and ranked in one day