Event management for university clubs
From welcome day to technical workshops, social nights and competitions, run all of your club’s events from one dashboard. Online registration, QR attendance and announcements — and for most clubs, completely free. 50% discount on paid plans for student societies.
Built for club tempo, on a zero budget
University clubs run events often and in many forms: the welcome day at the start of term, weekday workshops and training, talks, social meet-ups, competitions and the end-of-term summit. The budget is usually close to nothing and everything runs on students’ volunteer effort. Etkin was designed for exactly that: setup takes minutes, requires no technical knowledge, and the free plan covers what most clubs need. Registrations lost in WhatsApp groups, attendance kept in spreadsheets and the “we have no idea who is coming” uncertainty give way to a single, tidy dashboard.
Why the free plan suits clubs
On the free plan you get online registration, QR attendance and basic reporting for up to 2 events a month with 100 attendees per event, at no cost — not even card details are requested. For most clubs that is enough to run events consistently through the term. If the need grows — more frequent events, SMS/WhatsApp announcements or certificates — the student society discount opens Pro at half price. Even a newly founded club with no budget can run its first welcome day, its first workshop and its first competition without paying anything.
Fast online registration
Put the event link in your Instagram bio or WhatsApp group; registrations collect in one list.
QR attendance
Scan QR codes at the door so arrivals are recorded instantly — no paper lists, no searching for names.
Announcements & reminders
Email reminders on the free plan, plus SMS/WhatsApp on Pro, to lift turnout.
Which club event?
- Welcome day & recruitment: quick sign-ups via an interest form so the new member list starts out tidy.
- Training & workshop: registration → QR attendance → certificate of attendance in one flow.
- Talk & panel: capped registration, reminders and fast check-in at the door.
- Competition & hackathon: team or individual registration, attendance records and certificates.
- Summit & festival: a multi-session programme at scale with QR check-in.
The board changes every year — the memory stays
The most insidious problem for clubs happens at handover: the old board leaves, and the records, templates and the “how did we do this?” knowledge leave with them. In Etkin the event history, attendee lists and reports stay in the club account. When a new board takes over they get access to past events and ready-made templates, and you invite new team members with role-based permissions. Institutional memory is preserved and you do not start from scratch each term.
Announce where students are, report to your advisor
Students see announcements on their phones, not on posters. In Etkin every event has a public registration link and QR code that you can drop into an Instagram bio or story, a WhatsApp group or a Telegram channel. Students who sign up receive their QR immediately, and you know from the start who is coming. On capped events registration stops automatically when places run out, and you can open a waiting list. Room capacity, catering and materials are planned on real numbers instead of guesswork.
The work does not end when the event does: most clubs report attendance to an advisor, the student affairs office or the board. Etkin produces that report automatically — how many registered, how many attended and what occupancy looked like, on one screen. Add budget and expense lines and you have a transparent closing file. That makes sponsorship and university funding applications easier, and helps you plan the next event better.
The free plan is enough for most clubs; when you need more, student societies get a permanent 50% discount on Pro and Business. To apply, just email [email protected] with the name of your society and university.
Explore further
Frequently asked by clubs
Is it really free for our club?
Yes. On the free plan you get online registration, QR attendance and basic reporting for up to 2 events a month with 100 attendees per event, at no cost. No card details are requested.
What if we need more events or SMS?
For more frequent events, SMS/WhatsApp announcements and certificates you can move to Pro. Student societies get 50% off all paid plans; just email [email protected] to apply.
How do we take attendance at a club event?
Every student who registers receives an automatic QR code. At the door a steward scans it from a phone; attendance is recorded instantly and the live panel shows occupancy. No paper lists, no searching for names.
The board changes every year — will we lose our data?
No. Event, attendee and report history stays in the club account; when a new board takes over they can access past events and templates. You invite new team members with role-based permissions and the institutional memory is preserved.
Can we issue certificates to attendees?
Yes. For workshops, training and competitions you can issue automatic, verifiable certificates of attendance. Certificate automation is on the Pro plan, which is affordable with the student discount.