An event platform specifically geared to drive engagement, turning rooms full of strangers into connections by creating opportunities for structured, well-mixed conversations. Organisers set up sessions, attendees open a web app on their phone, and the system displays to everyone where to be and whom they will meet.

No. The attendee app runs in the phone’s browser. Attendees scan a QR code or open a link and enter their personal code. It works on iPhone, iPad, Android and Windows Desktop.

Four group scheduling tools, plus live games, a range of group activities and engagement games along with an exhibitor prize wheel system:

• SpeedDate: timed one-to-one rounds, rotating through the room.
• Engage: whole-group seating that mixes everyone across tables and maximises new people met, across one or several blocks.
• Ideate: table conversations led by a host, with a question to discuss. Ideate Dynamic lets people join in the room on the day.
• TradeShow: scheduled meetings between attendees and exhibitors or hosts.
• Interact: including Games – Flip! is live now, more are planned, and Exhibitor/Sponsor tools such as a Roulette-style prize wheel, with more planned.

Those tools focus on polling, Q&A or are event registration platforms first and foremost. CrowdJoin is built to place delegates around the physical room or tradeshow floor: it schedules who sits with or meets with whom, avoids repeat pairings across blocks, and can be either standalone or run live by a facilitator. It was built by a professional MC with over 25 years of international experience, so features are shaped by a deep understanding of human behaviour and the drive for connection and engagement across the event day.

Associations, franchise groups, corporate conferences and trade events that want attendees to meet and meaningfully engage with more of the room. Typical uses are networking events, structured ideation sessions, conference seating options across several sessions over multiple days and dedicated tradeshow buyer/seller events.

Separately, the IN:CITE Knowledge Session is Greg Ward’s facilitated service: topics designed with the client, every conversation recorded with attendee permission, and a forward-looking report written afterwards. Clients can also run similar sessions on their own using CrowdJoin Ideate, to execute hosted table conversations based around a question.

Yes. A guided test run with your own team on real phones is the best way to see it. Contact enquiry@crowdjoin.nz.

Scan the event QR code or open the link, then enter the personal code you were given (your attendee code). Your schedule appears straight away. If your event uses a platform such as EventsAir or Cvent, look to see if the CrowdJoin link is in your dashboard. Alternatively, go to crowdjoin.nz and enter your event code (this is separate from your personal 6-digit attendee code). Ask your organiser for details.

Ask at the registration desk or ask the organiser to look it up. Don’t keep guessing: repeated wrong codes from the same network lock lookups for that event for a few minutes (see “I’m locked out” below).

Your schedule lists each session in time order, with your table or meeting for each round. Tap a table or person to see who is there. Pop-ups can show names, titles, logos, links, websites and email, depending on what the organiser has switched on.

The system deliberately moves you between blocks so you meet new people. In multi-block events, table numbers are renumbered so you never stay at the same table from one block to the next.

Organisers can hide a session until it is ready. If it is hidden, it appears when the organiser releases it. If it still isn’t there after that, ask a facilitator.

Yes. You can type or dictate notes by tapping on the notes icon in the session popup. Notes are for you.

If the organiser enables sharing, you choose what to share and with whom. Nothing is shared unless you opt in.

Yes. Use “Print or Save Schedule”. Sessions held on the same date print together on one page, along with continuation pages of session information and table seating partner names and organisations.

For the best experience for you and your fellow delegates, attendance in each session ensures the consistency of the randomised seating. If given advance warning and the schedule has not been pushed to the attendees, no problem, your facilitator will regenerate the seating block without your presence for SpeedDate, Engage, Ideate Static and TradeShow. For Ideate Dynamic, presence can be set so the organiser can leave you out of upcoming rounds. For Flip! and other dynamic-join sessions, a late arrival can still join between rounds and is slotted into a team.

To stop code guessing, 10 failed lookups from one network within 5 minutes lock lookups for that event for a short time. It clears on its own. Everyone on a shared venue Wi-Fi can be affected together, so if several people are blocked, tell the facilitator; the organiser can lift the lock for the event.

Both. Mobile data is more reliable in large venues. The app retries automatically if the connection drops for a moment.

Check your Wi-Fi connectivity. If you are on mobile data, and have used up your data allocation, although you may see connectivity bars, internet traffic will not be available to you. In this case, use a hot-spot or conference Wi-Fi.

If you are connected to conference Wi-Fi, your Wi-Fi bars may be showing active, but the conference centre may be blocking your internet connectivity. Choose ‘Forget this network’ in your internet settings, then re-connect to the conference Wi-Fi and follow their instructions to verify your usage.

In the admin dashboard you create the event, import your attendees by CSV, and add one or more sessions. Each session has its own tool (SpeedDate, Engage, Ideate or TradeShow), so one event can mix formats. A run-sheet importer can load many blocks at once.

Names and the fields you want shown. Optional columns support categories, hosts, and mentor or mentee numbers. Check the import preview before generating schedules.

Yes. Each block is configured on its own, for example one block grouped by category and another fully mixed. Every new block checks the earlier ones so people meet as many new faces as possible.

Yes. A number of tools have Grouping and Sharing capability, for instance, in Engage, you may pair Mentors and Mentees, or group several attendees to travel as a block. The dashboard preview shows pairs in green with a mentor or mentee label, or grouped/shared.

Yes. This functionality is reserved for hosts and they are assigned by you to a specific table. A host takes one seat from the table’s capacity.

While configuring a block, a live readout shows the number of tables required. Set either seats per table or tables available, and it works out the other.

Use Manage Schedule to add, swap or remove attendees per block. Swaps warn you if they split a mentor or mentee pair. Presenters are left out of seating for their own block.

Yes. A block can copy where people ended up at the end of an earlier block and hold that for the whole block, with no new solve. If the earlier block changes later, the copy is flagged so you can refresh it.

Yes. Each session has a visibility switch. Hidden sessions stay out of the attendee app until you release them.

The tools run from a managed database and a separate scheduling service.

Yes, for the room and for individuals, configurable by a range of criteria and categories.

Yes. A Prize Wheel (admin and AV views) is available, and Flip! has a results screen on its own AV link. More titles are planned.

CrowdJoin is designed for 250–350 pax conference and events, but how many attendees can it handle? Theoretically thousands. To date, Ideate sessions average 160–180 attendees, TradeShow sessions average 70 to 90 but there is no set limit. For live games, around 100 people in one room is the working limit; beyond that, splitting into zones will ensure playability and connectability.

A team networking game played on phones. Each round, every player’s phone shows an avatar. You find the other people with the same avatar, confirm your team is together, flip your card to reveal a question, and the team answers it. Faster teams score higher.

Every player’s phone holds one hidden letter. Your team enters the missing letters, in any order, to unlock the question. Any one person can type for everyone. Your own letter is already filled in, and the boxes show exactly how many you still need.

It is ignored if you have one letter too many, so the entry still works.

Mostly 5 or 6. Team size is set by the organiser, and the system avoids leaving a tiny leftover team.

Yes. The question appears for each person when they tap their own card, and everyone on the team must flip before the team can answer. One answer is submitted per team, agreed in conversation.

Three team measures: fastest to find all members, fastest team flip, and fastest correct answer. A combined board adds the three. Boards show the team and its members, not individuals.

When time runs out or every team has answered, the game moves to a short networking opportunity, then on to the next round. In the last round the networking period is held too, so the final conversation is not cut short. The organiser can choose automatic or manual advancing and can switch at any time.

It happens, especially in round 1 while people learn the flow. Organisers can set a longer first round than later rounds. The admin screen also highlights a team that has not assembled after about a minute, so the facilitator can help or force the team through.

Yes. After a latecomer taps ‘Join’ they are accommodated into the next round.

No. Questions are written by the organiser and can be tied to a sponsor, whose name and logo can appear on the card. Avatar icons include animals and a range of industry-aligned items – vehicles, concepts, recognisable visual elements.

Human Bingo, a scan-and-collect game with squares that lock and a tougher “super” card for a second round, and a possible two-person match game. Watch this space for release dates.

Up to about 100 in one room on one game. multiple games may be run at once. For larger groups we recommend separate zones or sessions, because players can’t easily tell more than 8 to 12 icons apart at a glance.

What the organiser imports (typically name, organisation, role, email or contact fields) plus what happens in the app: schedule, presence, notes and sharing choices. Each client’s data is kept separate from other clients' data.

In a managed Postgres database (Supabase) with row-level security. The attendee front end and admin dashboard are hosted on Vercel, and the scheduling solver runs on Railway.

Only you. Notes are tied to your attendee code.

No. Data is only shared with a sponsor if the organiser sets that up and attendees agree. Sponsor branding on cards or questions does not expose attendee details.

Not by default. Recording of sessions is only used when running an IN:CITE Knowledge Session on the Ideate tool. Recording only happens with explicit attendee permission, per event.

Attendee lookups are rate limited: 10 failed attempts from one network within 5 minutes lock lookups for that event briefly. Organisers can pause the limit for an event, for example when a whole venue shares one Wi-Fi address.

Data retention policy is based on, and follows the respective NZ and AU Privacy Acts. Deletion is handled on request.

CrowdJoin is designed and built to collect only what the organiser supplies and to keep client data scrupulously separate. CrowdJoin adheres to the principles of the respective privacy legislations.

Tiers are Free, Pro, Single event and Enterprise, with prices and limits on request. Single event suits a one-off conference. See Pricing for the tiers and how pricing is set.

Client sign-up and login builds are currently in process, designed for each client managing their own events from the admin dashboard. Until then, accounts are set up by CrowdJoin.

Planned: card payment through a secure payments platform. Enterprise may be invoiced instead.

NZD and AUD initially. Other currencies TBC.

The definition of an “attendee” for billing, for example anyone imported versus anyone who opens the app, is still open. Watch this space.

GST applies for NZ customers. Overseas treatment depends on tax settings in the billing system.

Clients may cancel any time for subscriptions, and there will be a refund window before the event for single-event purchases.

Check Wi-Fi connectivity at your event. Refresh your browser and reload the page.

Reload the page. The app polls the server every few seconds, so a refresh almost always catches up. If it persists, switch between Wi-Fi and mobile data.

They are probably behind one shared venue IP address. The organiser can pause the rate limit for the event from the admin dashboard, then re-enable it afterwards.

Check that they were imported, are not marked excluded, and are not excluded from that specific session. Then use Manage Schedule to add or swap them.

The facilitator can see which teams haven’t assembled or flipped, and can force a team through or move to the next round.

Set a longer first round if people need time to learn the flow.

Yes. Greg runs events as the MC and is on the ground, so the facilitator and the platform builder are the same person for CrowdJoin events he hosts. Support for events he is not hosting should be agreed in advance.

Run a short rehearsal with a few real phones: join, view the schedule, run one round, and check the big-screen link. Do this on the venue network if you can.

The app needs a connection. If you are concerned about connectivity, you may print schedules in advance as a backup, and ask attendees to use mobile data if venue Wi-Fi is unreliable.

enquiry@crowdjoin.nz, or Greg Ward on 027 285 3310.