Event Check-in

Event Check-In: Make Everyone Feel Like A VIP

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Hydee Mariazeta

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photo showing how to check in attendees and last-minute walk-ins like VIPs
photo showing how to check in attendees and last-minute walk-ins like VIPs

Standing in long lines to get into an event is the worst. And let's be real, your attendees feel the same way. A frustrating check-in experience can ruin the excitement of attending any event before it even starts. That’s why it’s a good idea to invest in a smooth and efficient check-in process.

In this blog post, we'll share all the insider tips and tricks you need to know to make your check-in process a breeze, from pre-event prep to onsite check-in. We will also explore how incorporating mobile apps can enhance the check-in process and overall event experience. Ready to make your attendees feel like VIPs? Let's get started!

Pre-Event Planning: Cover All Bases

photo of an event planner setting up the guest list, ticket pricing, rsvp flow, mobile check-in process, attendance tracking dashboard, on-demand name badge printing and overall guest list management

To design a seamless check-in process, it's essential to consider the days and weeks leading up to the event.

Send Reminders Before The Event

Before your event, send everyone a notification so they remember to show up. Include crucial information such as the date, time, location, and special instructions for the event. Add a map or itinerary to assist attendees in navigating the event and surrounding area.

Design Your Check-In Process

You will need to decide on the specifics of your check-in process:

  • Will you have a self-service check-in station or a staffed check-in table?
  • Will you utilize physical tickets, electronic tickets, or both?
  • Will you pre-print badges, or will they be printed at the venue?

Establish How To Handle Last-Minute Arrivals

Don't let last-minute arrivals throw off your event. Instead, create a plan for dealing with them. Set up a designated area for latecomers to register quickly and get their event materials. Consider any additional steps, such as payment or check-in, that may be necessary for these attendees.

Create a Staffing Plan

Be sure to create a staffing roster to ensure that you have enough people to assist attendees efficiently during check-in. In addition to check-in duties, your staff should also be prepared to provide customer support to attendees, both online and on-site.

Registration: Less Is More

screenshots of Accelevents event technology with event registration and event ticketing functionality that works on ios or android to facilitate online ticket sales and credit card payments in real time

If your registration process is long and confusing, it can be a major turn-off for attendees. They might not even bother finishing their registration if it feels too difficult. To avoid this, here’s how to create a smooth registration experience:

Simplify Your Online Registration Page

Your registration page should be simple and straightforward:

  • Make it easy to navigate.
  • Highlight your registration tab/button.
  • Only require essential information such as names and emails. Asking for a lot of data can be overwhelming and discourage potential attendees from registering.
  • Display a confirmation message or send a confirmation email with registration details. Include the event date and time as well as essential instructions and remind attendees to bring any required materials, such as tickets or identification.

Avoid Asking For Data You Already Have

Consider mass uploading a list of attendee names and emails into your event management software prior to your event. This will reduce the need for extensive manual data entry at check-in.

For more information on how to optimize registration, be sure to check out our comprehensive ticketing and registration guide. It's packed with tips and tricks on how to optimize and streamline the process for both attendees and event organizers!

Event Check-in: Speed Things Up

check-in software that enables event organizers to scan QR codes with an  event check-in app on a mobile phone or iPad for a user-friendly, contactless check-in

Once your attendees have successfully registered for your event, you'll want to ensure that they have a smooth and efficient check-in process. For a complete VIP treatment, we recommend the following:

In-Person Events

Designate A Check-In Area

Designate a dedicated check-in area for onsite events where attendees can pick up their name tags, badges, or wristbands. This will help reduce confusion and streamline the flow of attendees, ensuring that lines move quickly and efficiently.

Switch To A Contactless Check-In

Elevate your event with a touch-less check-in experience that will impress your attendees. Here are some of the key benefits of a touch-less check-in process:

  1. Reduced Check-In Time: Use QR codes to scan in attendee information quickly.
  2. Enhanced Data Security: Reduce the risk of data breaches by preventing manual data entry by multiple people.
  3. Better Health & Hygiene: Eliminate the need for physical contact between attendees and staff.
  4. Easy Data Collection: Automatically collect, store and track data such as attendance numbers and demographics.
  5. Data Accuracy: Eliminate data entry errors typical of manual data entry.

Offer A Self-Check-In Option

Self-check-in kiosks = happy attendees! Attendees can quickly and easily check themselves in and even print their badges, bypassing long lines and wait times. What's more, kiosks allow you to reduce the number of staff members needed during check-in, saving money and reducing stress on your team.

Some event software platforms, including Accelevents, offer this convenient feature, so be sure to check out your options and consider implementing self-check-in kiosks at your next event.

Integrate Your Badge Printing Process

To simplify your check-in process, consider switching to an event management platform with a built-in badge printing feature. Attendees can check in and print their badges faster, and you'll save your staff from having to create and print badges in a separate software.

Expert Tip: Level it up by creating and customizing the badges for different types of attendees, such as VIPs, speakers, or sponsors. Read our badge design tips for more information on how to create the perfect badge for your next event.

Virtual or Hybrid Events

Automate Check-In

If you’re planning on hosting a hybrid or virtual event, consider using an event software platform that automatically checks in attendees when they log in. Not only does this save time, but it also helps reduce the risk of errors and spelling mistakes commonly associated with a manual check-in process.

Post Check-In Process: Get Things Off To A Good Start

cloud-based event app screens on a mobile device displaying the agenda for a trade show and various event marketing messages along with a unique barcode

Congratulations, your attendees have made it through the check-in process with ease! Now comes the next challenge: making sure they are fully equipped to get the most out of your event. One way to set them up for success is by encouraging the use of a mobile app, which offers numerous benefits, including:

  • Quick Access To Event Information: Attendees can have schedules, maps, speaker bios, and sponsor listings at their fingertips.
  • Ability To Build A Personalized Agenda: Attendees can build a personalized agenda tailored to their interests and needs.
  • Improved Navigation: Attendees can view a map and floor plan to help them find their way around the event space.
  • Enhanced Convenience: A mobile app allows attendees to access event information from any location.

Elevate Your Event with a Seamless Check-In Process

A smooth and efficient check-in process is crucial for creating a successful event. By reducing stress and frustration at the start of the event, you can enhance the overall experience for attendees and increase the likelihood of repeat attendance and positive word-of-mouth. So, make check-in a top priority and watch your event soar to new heights.

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