The attendee check-in process is one of the most important parts of your event. It sets the tone from the get-go and determines whether your guests will have a positive or negative experience. After all, a check-in that's clear, efficient, and complete within minutes leaves a much better impression than asking guests to stand in line for hours while someone manually scrolls through a clipboard list, only to have no idea where they're supposed to be or when.
To help you avoid these check-in nightmares, we've created a handy list of our top dos and don'ts.
Do: Communicate with Guests
Communicate, communicate, communicate! Give attendees all the need-to-know information before they get to your event rather than waiting for the day to create a smooth check-in experience.
Organise regular communication through emails, social media posts, or on your event website to provide details about check-in, meeting points, registration zones, timings, directions, reminders, and anything else they should be aware of. This is crucial for reducing mishaps on the day, but it also drives pre-event buzz and gets the conversation going, boosting your marketing efforts.
Do: Leverage Check-In Technology Event technology
is there to be used, so use it. Invest in event management software (EMS) to create a personalised event experience. Event apps can give you insights into attendance and check-in and out statistics, such as when people arrived, if they left early, etc. Event apps can also reduce some of the manual labour associated with check-in. Attendees can simply scan QR codes at a kiosk to get their tickets and check in, cutting queues and limiting the number of staff needed on-site to assist with check-in. Some event apps even offer on-demand badge printing so attendees can print their badges at your venue.
Do: Personalise Check-In
Check-in shouldn't be a free-for-all. Make the process more efficient by offering personalised and staggered check-in times. This shortens queues for attendees and ensures everyone gets to your venue at the right time.
You can personalise check-in for attendees within specific groups, by name, or by ticket type. For instance, some attendees may have paid for priority check-in to get through faster. Others may still be looking to register or may need to make additional payments, so it's important to help these attendees navigate check-in without impacting your other attendees.
Don't: Overcomplicate the Process
Keep the process as simple as possible. Don't create multiple check-in steps or unnecessary queues for checking in, collecting badges, and getting tickets or vouchers. Make these steps more efficient using event management software, which gives attendees everything they need before they get to your venue or as soon as they've scanned their digital ticket. This cuts time and makes the check-in experience less stressful for attendees.
Don't: Forget a Plan B
Always have a backup plan. Whether it's tech issues, lack of staff, or unforeseen travel disruptions, many things can delay your check-in process. Some guests may find using tech harder to navigate or run into issues getting their tickets on their devices, so be sure to have other check-in options just in case.
Think ahead about the number of staff you need, too. Even with self-check-in and kiosks, you still need staff on hand to help with any issues or answer questions. In general, you need one staff member for every 60 attendees. However, with tech, you can drastically increase that number to one for over 150 attendees.
Wave Goodbye to Check-in Delays
A smooth check-in is the key to keeping your events efficient. It's the first thing attendees do when they visit your event. And remember, you only get one chance to make a first impression. Take steps to reduce waiting times and boost engagement wherever you can, and you'll be sure to set the right tone for an event your attendees won't forget. To help streamline event check-in, check out leading EMS idloom, the all-in-one registration and check-in software, with advanced tools to make sure your process is smooth and efficient.
To help streamline event check-in, check out leading EMS idloom, the all-in-one registration and check-in software, with advanced tools to make sure your process is smooth and efficient.