event check in

Making Event Check-in Simple, Stress-Free, and Spectacular

Planning an upcoming event? Are you hoping to avoid disasters like TanaCon?

It all starts by integrating a smooth and easy check-in process.

If you’re organizing an event check in, you need to understand the metrics. That will help you judge whether your event has more chances of becoming successful.

Are you ready to learn how to make your event impressive? Read on and find out more today.

Event Check in Tips

It’s important to make sure your check-in experience is fast, easy, and seamless. This helps to ensure that the first impression you leave to your attendees is great. It stays through the course of the event and sets the tone for what they should expect.

Here are some event check-in tips that will help you wow your attendees:

1. Know Before You Go

This specific tip predates your on-site registration. Days before the event starts, you need to send emails to your attendees. That helps ease up the on-site check-in process since you can put the registration confirmation.

With this email, you can also know details on how they check-in upon their arrival. If you want to go the extra mile, put a QR code. This allows them to scan for an expedited check-in experience at the actual event.

2. Open Concept Design

Your registration area design should always have an open layout. Make an area where your attendees can check in without feeling crowded. That means you need to get enough space for them to line up in a comfortable queue.

Always keep the number of attendees in mind. Check the type of registration process to make the most out of the space you allocate. It’s important since it’s possible that the registration can take a while.

3. Make Room

Consider the equipment you need when you’re making a plan for your registration area. That means you need to ensure that your counters are big enough to accommodate equipment. It should fit the badge printers as well as the check-in stations at least.

It’s also important to check on your internet connection. You need to plan ahead and get enough hard-wired internet on the registration area. That prevents you from getting Wi-Fi issues and registration interruptions.

4. Speed Things Up

Always do your best to give an expedited check-in experience with check-in stations. This ensures that your attendees to get their badges printed in a quick and efficient manner. There is some equipment that will let your attendees scan the barcode included in their email confirmation.

This type of equipment helps your guests print their badges from these barcodes. It’s a self-service station that makes them feel more empowered as soon as they start the check-in process. If you have sufficient technology, you can integrate it with your registration platform for real-time check-in times and status updates.

5. Give Details

Put as much personalized information and event details as you can on the badge. Small details like the Wi-Fi password and social media hashtags will make it more convenient for your guests. At the very least, include Facebook links since more than 2.2 billion people log in on a monthly basis.

Your badges can also have various customization options based on the attendees’ information or registration types. A good example is including a bow tie icon on the badge if the attendee has a ticket for the opening reception.

6. Make a Cheat Sheet

Knowledge is a powerful tool. That’s why it’s important to make a good FAQ sheet, especially for your registration staff. With that, they become well-equipped in helping your attendees, especially when answering their queries about your event.

Some of the best information you can include in this FAQ sheet are:

  • Session locations
  • Schedule Information
  • Emergency contacts

With these in hand, your guests become more informed about your event specifics. It prevents confusion and makes them feel you’re knowledgeable about your event.

7. Make the Signs Lead the Way

Your attendees should always have an easy time finding their way. That’s why you need to make a lot of clear signage throughout your registration area. The best practice is to use large signs and make event maps.

With that, you have a means of identifying the major areas in your venue. Some of these include on-site registration, self-service check-in, and attendee bag pick-up. You can make as many signs as you can to help people move in the right direction.

8. Get Well-Trained Staff

Your technology should have the means of handling a lot of issues. But that doesn’t mean your guests might not come with extra questions. There are also potential difficulties when guests are doing their registration.

That’s why it’s important to make an on-site team. They should respond to the problems in a fast, efficient manner. That helps make your guests have a better check-in experience in your event.

9. Make a Special Vibe

Your check-in stage should have the right vibe. What this means is that it should stay in line with the goals of the event. For example, if your ultimate goal is the introduction of your brand, make sure that your event check in experience reflects its values.

There are a lot of ideas you can use, from branded hardware to special staff uniforms. But if you’re aiming for an entertaining event, make sure to come prepared with fun activities. You can even give special prizes to the attendees after completing their registration.

Get a Better Event Check in Experience Today!

There are a lot of ways you can improve your event check in experiences. If you aren’t sure where to start, this guide can help you get started. Make sure that you make smart use of technology to make your even more desirable to your audience’s interests and goals.

Do you need help in making your event more interesting? If so, you can contact us today and we’ll help you get started.

Eventzilla Team

Add comment

Highlight option

Turn on the "highlight" option for any widget, to get an alternative styling like this. You can change the colors for highlighted widgets in the theme options. See more examples below.