Events · Sourcing · Access — East Africa

Plan the event.
Open the gate.

One platform carries your event from the first supplier request to the final report — RFQs for rooms, transport and venues, an event page in your own colours, registration with M-Pesa and QR badges by email, and gates that scan from any phone.

Create a workspace See the gate in action

Built for how events are actually run here: M-Pesa checkout, a badge in every inbox, a list people chose to join, and privacy requests answered properly.

An event page for a two-day technology summit, shown on a laptop and on a phone, with the dates, venue and a Register to attend button.
Nairobi AgriTech Summit
Sat 12 Sep 2026 · 09:00 EAT KICC, Nairobi Admit one · KES 3,500
VIP + GENERAL
Scan at Gate A

One thread, six moments

1

Source

Ask suppliers for rooms, transport, venues and catering with one request, items pasted from a spreadsheet.

2

Publish

An event page in one of 14 designs, in your logo and colours, ready to share.

3

Register

Limits that hold under load, M-Pesa checkout, and a QR badge in the attendee's inbox.

4

Scan

Any phone is a scanner. The reason is on screen, and people are counted in and out.

5

Update

A list people chose to join, confirmed from their own inbox, with one-click leave.

6

Report

Registrations over time and by ticket, with charts you can print or export.

Event pages

Your event page, in your colours

Choose one of 14 designs, add your logo and brand colour, and share the link. The same page shows the programme and takes registrations. These are example events from a fictional organiser.

An event page in the Bento design: a dark title card, a date tile, a countdown, a tickets tile and an about card, in indigo.

Bento

Cards for the date, the place, the tickets and a countdown.

An event page in the Poster design: huge stacked black type on a bold orange field, with the date, venue and admission along the bottom.

Poster

Big type and one bold colour, for markets and gigs.

An event page in the Gala design: a dark page with gold hairlines, serif capitals, the date and venue, and a Reserve your place button.

Gala

Dark, gold and formal, for black-tie evenings.

Gates & access control

The verdict takes a second. The line never stops.

Your ushers scan with the camera of any phone, in the browser, with no app to install. Green means in, with the name on screen. Red tells them exactly why not. Try it →

  • Reasons, not just red: cancelled, not paid, already inside, or not registered with this organiser
  • The same scan checks people in and out, so the headcount stays honest
  • Every scan is logged with the gate it happened at and who scanned
GATE A · General● Online
READY
Point camera at QR
 

Green and red are reserved for this moment — nowhere else in the brand.

Badge and gate

A badge in every inbox. A phone at every gate.

This is the real badge page and the real scanner, with example people.

Two phones side by side. On the left, an emailed QR badge for a VIP attendee with the event name, dates and venue. On the right, the Koiva Gate scanner showing a green ADMIT result with the attendee's name, ticket type and event, above a list of recent scans.

The badge and the scanner

Each person gets a QR badge by email, to show on a phone or print. At the door, the scanner shows the name, the ticket and the verdict, and keeps a list of recent scans.

Sourcing & RFQs

Ask many suppliers once. Keep every answer.

Hotels, transport, venues, catering, guides, products and services: write one request with its line items, keep a directory of suppliers with their contacts, and have every quote in one place instead of a dozen inboxes. Then carry the decision on to a purchase order and a record of what arrived.

01One request per needRooms, a 33-seater bus, a conference lunch. Items typed in or pasted from a spreadsheet, with dates and notes.RFQ
02A supplier directoryCategories, contacts and lists. Choose who gets a request one by one, by list or by category.DIRECTORY
03Sent, opened, answeredSee who has the request, who has opened it and who has answered, and remind the rest before the deadline.TRACKING
04Quotes side by sideSuppliers answer at their own link, or you key in what came by phone. Compare per item and in total, VAT and charges included.COMPARE
05Award, approval, purchase orderPut an award forward for approval within each approver's limit, then issue a numbered purchase order by email and PDF.AWARD → LPO
06Goods receivedRecord what arrived against the order, line by line: accepted, rejected or held for a decision.GRN

The request grid, up close.

The items grid of a request for quotation for hotel rooms: single rooms, twin rooms, suites and accessible rooms, each with a quantity, a unit, check-in and check-out dates and a note.

One request, every line item

Type each room, vehicle or meal with its quantity, unit, dates and notes, or paste the cells from a spreadsheet. A draft stays editable; once you open it for quotes the items lock, so every supplier answers the same list.

Updates & reporting

Tell the right people. Know what happened.

Every event page has a Keep me updated box. People tick it themselves and confirm from their own inbox, and every email carries a one-click unsubscribe. Reports show who registered and when, with charts you can print or export.

14
event page designs, in your colours
1
QR badge per person, emailed and printable
2 steps
to join an update list: tick, then confirm
1 click
to unsubscribe, from any email
Event pages — your logo, tagline, contacts and brand coloursConsent — stored with the wording, the time and where it came fromPrivacy — copy, correct or delete your data, verified by emailReports — registration charts, attendance and planning
Reports

Know how registration went.

Reports open on screen, and print or download as a PDF or a spreadsheet.

A report page showing summary figures for registered, checked in, revenue and days to go, a short list of what stands out, a line chart of registrations over time against capacity, and a bar chart of registrations per day.

Registrations over time

Daily registrations and a running total against capacity, with a plain-language list of what stands out.

Two printed report pages: an event summary with charts, and a registrations list with a ticket-type chart and a table of names.

On paper, as PDF or CSV

The same reports as a branded PDF to print or send, or as a spreadsheet.

People & permissions

Everyone gets the access their job needs.

Invite your team and give each person a role: ready-made ones for managers, registration desks, gates, finance and marketing, or build your own. Give someone extra access for a week while they cover for a colleague. Every change is written to an activity log that cannot be edited.

ORGANISER ADMIN
Everything, including roles and staffALLOWNER
EVENT MANAGER
Events, tickets, attendees, programme, sourcingRUNMANAGER
REGISTRATION DESK
Register, sell at the desk, reprint badgesDESKFRONT OF HOUSE
GATE STAFF
Scan badges at the door, nothing elseSCANDOOR

Roles, as your team sees them.

The Roles and permissions screen: a list of ready-made roles and a custom role called Sponsor Liaison, with its name, description and the permissions ticked for agenda and attendees.

Ready-made roles, or your own

A role is a list of ticked permissions. Start from a ready-made role for managers, registration desks, gates, finance or marketing, or build your own and tick exactly what it may do.

Built for the people who run the room

Organisers & planners

Source suppliers, publish, register, scan and report — in one place instead of five tools.

Hotels & venues

Answer a request for a quote from the link in your email, with no account needed, and run your own events from a workspace of your own.

Corporates & institutions

AGMs, trainings and launches with named attendees, badges and a clear record of who came.

Associations & ministries

Recurring gatherings with consented mailing lists and privacy requests handled properly.

Look closer

Each part of the platform has its own page, with what it does and what it does not do yet.

Getting started

Questions before you sign up

Can I sign up now?

Yes. Create a workspace and start building your events and their pages straight away. We review every new workspace before it can publish pages, take payments or send requests to suppliers. That usually takes one working day.

Do attendees need an account?

No. They fill in a short form on your event page, pay with M-Pesa if the ticket has a price, and their QR badge arrives in their inbox.

Does gate scanning work without a signal?

No. Every scan is checked against the live list, so the phone needs a connection. If the signal drops, the scanner tells the usher to hold the person, keeps the scan and sends it when the connection returns. Offline scanning is not built.

How is attendees' personal data handled?

Joining a mailing list is a separate box that is never ticked for anyone, confirmed from the person's own inbox, and stored with the wording and the time. Anyone can ask for a copy of their data, a correction or deletion on the privacy requests page, verified by email. Our privacy policy is still a draft awaiting review.

Open a workspace for your next event.

Create a workspace, then build your event and its page straight away. We review every new workspace before it can publish, take payments or send requests to suppliers, usually within one working day.

Create a workspace Sign in

Questions first? Write to hello@koiva.events.