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!
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:
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.
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:
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!
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:
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:
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.
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.
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:
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.