EventOK

Milton Keynes District Scout Council

About this app

EventOK turns a clipboard of parental permission slips into a tap on a phone — and turns event check-in into a one-second glance.

Built for the volunteer running a Scout camp, a Cub day-out or a youth-group residential. The kind of person who's already organising lifts, sourcing tents and answering the WhatsApp at 10pm. We made the bit they don't have time for take three minutes instead of three weeks.


How it works

01 You build the event on the web
Three minutes. Drag in the questions you actually need — emergency contact, allergies, photo permission, anything bespoke. Set when the form opens and closes. Choose how long ID photos are kept after the event.

02 Parents fill it in on their phones
You send one link. Parents complete a calm, plain-English form on the school run. They get a QR-coded confirmation by email and can edit or withdraw any time.

03 On the day, you check them in with this app
Open the app, scan the QR on the wristband or screen, and the whole display turns green or red. Allergens, medical needs, who to ring — readable at arm's length, in sunlight, one-handed.


What the leader app does

· Scan a registration QR with the phone camera, or look an attendee up by name.
· Photo-permission status fills the whole screen. You can read it across a field.
· See allergens, dietary needs, medical notes and emergency contacts the moment you have to.
· Print wristbands to a NIIMBOT D110 (or compatible) Bluetooth label printer — section letter, dietary marker, QR code, photo-or-no-photo, name. Reprint any time.
· Sub-stations for meals, archery, the climbing wall — anywhere you want a quick second scan.
· Works offline. Scans queue and sync when the signal comes back, so a patchy field site doesn't slow check-in down.
· Face ID lock between sessions. If you lose the phone, no one is reading a child's medical notes.


For Scouts, but not only Scouts

The wristband puts a single big letter on the band — B for Beavers, C for Cubs, S for Scouts, E for Explorers, N for Network, A for Adult volunteers. Other youth groups can use their own section labels; the app falls back to the first letter of whatever you've called it.


Built around children's data

We treat permissions and photos seriously. ID photos auto-delete after the event. Sensitive answers (medical, dietary) are only shown to leaders with the right permission on that row. A "limited" helper can check a child in by face and ref without ever seeing their medical history. The app and the web service are built to UK GDPR; the full policy is at eventok.app/privacy.


What you'll need

· An EventOK organiser account at eventok.app — free to start, no card.
· A phone with iOS 15.1 or later (iPhone or iPad). Camera for QR scanning, Bluetooth for printer pairing.
· Optionally a NIIMBOT-compatible label printer for wristbands — any 15mm × 50mm thermal label works.

Made by volunteers, for volunteers. Reply to any confirmation email and you'll get a person, not a chatbot.

What’s new

Initial release