When it comes to fundraising events or events for organizations of any kind, there’s a lot of information out there. But one of the most important tips that most people do not learn is that every event type, be it a conference or seminar, needs an on-site check-in. It is important that this process goes well too. The process of on-site check-in often makes or breaks the event because it is the participant’s first impression of your event.
You want the attendees to walk in feeling excited about the event, which is why you need an event checklist and a lot of planning. Curating an easy check-in process is essential. It can allow you to avoid mistakes and make a good first impression. Use these on-site event check-in tips and best practices to do so.
Event Check-In Tips
Send a pre-event email with check-in steps
Before the event begins, you want to ensure the experience will be a good one. One of the best tips you can process is to have good communication. If you have ever hosted an event before, then you will know that planning is key, and therefore sending a pre-event email can get your attendees excited. Consider saving an email template for future uses if your event is a recurring one.
Survey the venue for logical check-in flow
Start at the door of the event. Ensure that the flow is easy in case of emergency situations that may occur during check-in.
Use an open-concept layout
There is nothing worse than having everyone crammed into a small space. This is why an open concept layout is key. Imagine going to a silent auction and everything is tight and close to one another, that would feel awkward. After you get people in the door you want them to feel as comfortable as possible in your events. This can be done with an open-concept layout.
Consider self-service check-in kiosks
Self-service kiosks allow a check-in process that is free of stress even for your event workers. Attendees can just scan their badges, QR code, or key in some details to check in themselves. These kiosks don’t need to be manned but it’ll be helpful to have a few staff around to assist any attendees.
Use a check-in platform that integrates with your event management system
On your event checklist should be the free event check-in app, because this can give you event check-in ideas and make things go a lot easier overall. This usually means you will be able to utilize a free guest list check-in app.
Use event planning technology to make check-In smoother
- Tablets for streamlined self-service check-ins
- On-site, on-demand event badge printing
- QR-coded badges
- Specially designed event apps
- App-initiated push notifications
- Live streaming and session recording technology
- Augmented reality venue maps, tours, and scavenger hunts
- One central event management software system that’s integrated with your CRM
Event Check-In Best Practices
Smoothen the VIP check-in process
Running the door is not as simple as it seems. You will need to organize lines for VIP members and other important guests and ensure the following:
- Have VIPs come to a specific door
- Give VIPs a separate arrival time
- Give VIPs a different color wristband or lanyard to identify them as VIPs
- Have VIPs meet you somewhere in advance to pick up their VIP bracelet for the conference
Communicate with your guests
It is essential that you set up information signage or visuals around the event. You can also send instant updates to their inbox before the event, and post on social media to ensure they can see it.
Have an on-site team
Because your team is going to be the ones that truly push the event forward as a success, you must establish a go-to form of communication with your event staff. Either you or a manager should always be in contact with the door, and you should follow up with the team after the event. This means you need to connect your sales team to prospects faster and identify the main point of contact for external partners.
QR Codes for Event Check-In
If you™re starting to plan your event as a host, you may see a lot of information out there. One of the most popular check-in trends now is to use QR codes to speed up event check-in. QR codes are becoming increasingly popular because they’re quick, contactless, and easy to generate.
QR codes can be used for both in-person events and virtual events. All guests have to do is use their mobile device to scan the QR code to check in. Alternatively, you could create unique QR codes for each guest so all they have to do is get those codes scanned by you. Consider having an on-site badge printing service for your in-person event to make the check-in process even smoother.
QR codes are also a convenient way to house important information you want your attendees to know but have no space to display them. Link your code to a website or document to make this information easily accessible. The wonders of technological advancements have simplified check-in processes tremendously, ensuring the safety of guests in the times of COVID-19 when contactless services are necessary.
QR Event Check-In Issues and How to Solve Them
What will happen if someone tries to use a QR code from another event? If this occurs, you will be aware when you scan it. The procedure should be to not let them into the event.
What happens if someone has already checked in with that QR code? If someone has already used a QR code it means they are avoiding paying double entry. Their name should be registered which would allow you to check who the ticket belongs to.
Because of the many new software and product tools, virtual and in-person event check-in has been able to get better and better. Now, it is logical and completely normal that smartphones are used to ensure a seamless experience.