Live250K-member electric cooperative

Distributed Event Registration Platform

13,000 attendees checked in across 5 simultaneous venues, with a live LED wall and an audit trail accepted as official documentation.

QR-based registration for a cooperative's Annual General Assembly Meeting that checked in 13,000 attendees across 5 simultaneous venues.

  • 13,000 attendees across 5 simultaneous venues
  • 115+ source files, 14,000+ lines of code
  • 25+ API endpoints and 30+ components
  • 5 staff roles: registrar, claim officer, food officer, admin, super admin
Distributed Event Registration Platform screenshot

13,000 attendees checked in across 5 simultaneous venues

Team of one· Solo architect & full-stack engineer

No team, no agency, no hand-offs. I owned this project end to end:

  • Requirements
  • Architecture
  • UI & UX
  • Backend & APIs
  • Database
  • Infra & deployment
Stack
Next.js 16React 19Supabase RealtimeMS SQL ServerDistributed Systems

Where AI does the work: Automation replaces the paper process: membership checks, claim tracking, and the live turnout count all happen the moment a QR code is scanned.

What was broken, and what fixed it

  1. Problem: The old registration system created long queues and manual errors.

    Fix: Staff check people in by scanning a QR or barcode with their phone, and membership is validated live against the system of record. Members can pre-register and bring a downloadable QR card.

  2. Problem: Token and meal distribution suffered from chronic abuse.

    Fix: Separate claim and food stations, each with its own role, verify the account and reject repeat claims. Numbered stubs are tracked, so a stub can only be claimed once.

  3. Problem: Organizers had no live view of turnout across venues.

    Fix: A full-screen LED wall updates the moment someone checks in, with breakdowns by venue, town, and barangay and a progress ring against the turnout target.

  4. Problem: The attendance record had to stand up as official documentation.

    Fix: Every registration, claim, and admin action is written to an audit log, and each attendee gets a certificate that verifies by QR. The audit trail was accepted as an official NEA documentary requirement.

Approach

  • Hybrid design: membership is validated read-only against the cooperative's on-prem system of record through a small bridge, while registrations live in the cloud.
  • Realtime pushes counts to a live dashboard the moment someone checks in.
  • Separate stations for registration, claims, and food, each with its own role, so a stub can only be claimed once.

What it does

Registration and check-in

  • QR and barcode scanning from a phone camera
  • Manual search by account number or name
  • Real-time membership validation at the door
  • Mobile-first employee app with role-based onboarding and personal stats

Pre-registration

  • Public pre-registration portal
  • Self-service status lookup by account number and last name
  • Downloadable registration card with a QR code for offline use
  • QR verification page

Claims and distribution

  • Claims station that verifies the account and rejects repeat claims
  • Pre-printed numbered stubs with fuzzy stub search
  • Separate food officer role for meal distribution

Live dashboard

  • Full-screen LED wall dashboard
  • Animated live attendee counter
  • Per-venue, per-town, and per-barangay breakdowns
  • Progress ring against the turnout target

Raffle

  • Draws use the browser's cryptographic random generator with a visible hex seed
  • Prize management with eligibility rules
  • Accounts with unpaid bills excluded automatically
  • Winner history with void and redraw

Reports and audit

  • PDF, Excel, and Word exports filtered by venue, town, area, barangay, or employee
  • Per-attendee attendance certificates with QR verification
  • Audit and activity log viewer

Architecture

Interface

  • Next.js 16
  • React 19

Logic & APIs

  • Supabase Realtime
  • Express

Data

  • MS SQL Server
  • Supabase
  • Row-level security

Infrastructure & delivery

  • Distributed Systems
  • Identity
  1. 1
    Next.jsReact

    Next.js 16 and React 19 app serving the employee app, admin panel, LED wall, and public portal.

  2. 2
    RealtimeSupabaseRow-level securityIdentity

    Supabase holds registrations, users, venues, raffle, and audit logs, with Auth, row-level security, and Realtime.

  3. 3
    Express

    An on-prem Express bridge answers read-only consumer lookups from the MS SQL system of record, so the cloud app never connects to it directly.

  4. 4

    Deployed with a process manager and a reverse proxy, with scripts for hot update and restart.

Engineering

  • The consumer master is only ever queried read-only.
  • Every registration, claim, and admin action is written to an audit log.
  • Raffle draws are verifiable through the published seed.

Outcome

  • 13,000 attendees checked in across 5 simultaneous venues.
  • The audit trail was accepted as an official NEA documentary requirement.