Event check-in is the game changer that makes any event a hit or miss. You might be planning every nook and corner of your event. But have you considered how the check-in procedure can influence your audience?
Don’t worry. A very detailed event check-in, with best practices and challenges, is mentioned in this article. So your guests will have a pleasant start to your event.
What is Event Check-in Management?
Event check-in management is a welcoming procedure that is held at the beginning or during any event. It welcomes and tracks attendees, ensures guest attendance, and organizes the special or VIP guest cohort. Overall, event check-in helps to flow the event and avoids any uninvited guests or attendees.
This process can be manual or automatic, mostly a mixture of both. Event check-in apps and software increase swiftness and make the entrance to the event hassle-free. QR code check-in and badge distribution are held in event check-in management.
Importance of Streamlined Check-in Modern Events
Brand impression
The first impression of your event or brand depends highly on the event check-in procedure. If an attendee comes to a disorganized check-in process, a long queue at the attendance system, and a lack of a waiting area, they will think of the event as ineffective.
Time efficient
A streamlined check-in process makes the event run faster and smoother. The integration of technology like on-site badge printers, QR code scanners, face recognition, or self-service kiosks will reduce the time consumption in the event check-in process.
Cost efficient
As there is less paperwork involved in modern check-in events, costs will reduce. Also, including self-service kiosks and technology decreases the staff work hours, and fewer staff are required. So this is a cost-effective option for smaller events.
Environment friendly
More tech and less paper indicate a beneficial impact on the environment. This helps a lot when the event focuses on the environment, adding an extra bonus point for aware attendees.
Data analytics
A huge amount of attendee data is received in real-time. Event organizers can use this data for categorizing audiences and checking real-time attendance data. Some may also cater the speaking section using this personal attendee data.
Attendee experience
Finally, the attendee experience increases exponentially when a streamlined event check-in is adopted. Data analytics is used here to improve future events, including what the attendee likes and dislikes. Addressing the attendees with the preferred noun/pronoun makes it more personalized for attendees.
Key Features of Modern Event Check-in Systems
Modern event check-in systems improve the event quality by integrating event check-in apps, printing onsite badges, managing guest lists efficiently, and increasing the overall speed and efficiency of the event.
Event Check-in Apps
Nowadays, event check-in apps offer some basic features, including a QR code scanner, offline feature, real-time attendance data, integration with CRM event management software, data analytics dashboard, and secure payment.
There are also advanced features like AI face recognition, increasing the scale of events, and networking opportunities among the audience.
Badge Printing
Badge printing enforces security and enhances the attendee experience. On-site badge printing reduces waste and delivers directly to the attendee.
The color or theme of the badge can be customized in accordance with the event theme. There should be a name, profession, and color coding for tiered group identification (VIP, early bird, general member, staff, volunteer) in the printed badge.
QR Code Scanning
QR code scanning is efficient for managing time and energy. There is a smaller waiting queue and more excited attendees. The QR code can be scanned from a custom-printed badge or from digital tickets sent via email.
Integrated Ticketing System
Another resourceful event management system is integrated ticketing. No need for physical tickets here. An integrated ticketing system enables payment processing to sell tickets and promote events, improve ticket sales, design and brand custom tickets, and create custom ticket types (VIP or early bird).
This system improves the manual ticketing experience to a new level by decreasing time consumption and improving work efficiency.
Digital Tickets and E-Tickets
Digital tickets are sent through the mail to the attendee or the guest list. E-tickets reduce ticket printing and shipping costs significantly.
Also, e-tickets are hassle-free; there is no need to handle paper tickets (no chance of losing the ticket and panicking) and track them. This digital ticket is appropriate for young people and a tech-savvy audience.
Data Capture and Analytics
A huge amount of data is retrieved by using event check-in software or apps. The analytics dashboard allows organizers to see which attendees are potential customers for their service. There is also room for personalized interaction with the audience using this data. The captured data upgrades future event quality a lot.
Guest List Management
Managing the guest list through modern event check-in is beneficial for targeting and tracking the audience. Greeting the attendees with personalized names and professions to connect to them, tracking the guest seatings, checking attendance, and segmenting guests with the VIP list are all features available through the modern check-in process.
Enhanced Speed and Security
Incorporating technology like event check-in apps increases the flow of the attendance system. As all the guests’ identities are checked via QR or face scanning, there is higher security than with the old-school manual method.
Best Practices for Efficient Event Check-In
Dos for efficient event check-in
Integration of technology
It is better to incorporate an event check-in app or software to make the process smooth. The built-in QR scanner and printing option help the staff navigate easily. There is no hassle of manually checking the names off the list.
Trained the staff prior to the event
When incorporating a new technology, it is better to make the staff accustomed to that tech. As these staff members are performing in the main event, their efficiency in technology needs to be accurate. They should be well-trained to handle any tech issues.
Maintaining a friendly tone
It is crucial to maintain a friendly and welcoming tone with the guests. The guests have arrived from a long journey, and the first thing they will notice is the behavior of the staff at the event.
If the guest cannot find or understand anything, even if it is said 100 times before, the staff should not show frustration. The welcoming gesture instantly brightens up the mood. So assign some efficient and welcoming faces to the door.
Separate line for VIP
Most of the events have a VIP list, which has special benefits. So, it is better to create a separate line for VIPs to avoid any confusion. Here, VIPs can have their gifts or stuff and enjoy uninterrupted event check-in service.
Also, a separate time, for example, 1 hour earlier, should be scheduled for VIP members so there isn’t any last-minute hurry.
On-site badge printing
If the event organizer prints the badges prior to the event, it can make a big mess. Also, it is hard to find one badge among thousands of names. So it is more efficient to keep an on-site badge printer and print badges for the present guest at the front of the table. This will also keep the waiting line short and fast-moving.
Security measure
To protect the event and guests from any sudden attack or uninvited guests, security measures must be taken at the front door and at the main event door. For a large expo or summit, it is better to take police protection.
Don’ts for efficient event check-in
Only rely on a paper list
If the event check-in process only depends on paper lists to check guests, it will take a long, tedious time. Thus, the guest will be frustrated and have a bad impression of the event.
Long waiting list
A single, long waiting list seems intimidating to a newcomer guest. So divide the lines into multiple short lines. Include more volunteers and staff to quickly finish off the event check-in.
Slow, inefficient staff
If the staff are slow and don’t understand the check-in issues, they cannot help the guests. They will make a mess and create frustration among guests.
Last-minute change in schedule
At least a one-day gap must be taken before announcing any schedule change. If the organizers change the check-in time at the last minute, many guests will already be present at the event. They might even leave the event with a negative image.
Gap in communication
Gaps in communication among staff and the event organizer can create mismanagement. When the speaker or celebrity arrives, where to set them initially, and all these must be communicated in an all-staff group communication channel.
Common Event Check-in Management Challenges [How to Overcome]
As the event check-in is the first and foremost thing of the event, there might be the occurrence of some common challenges. Here’s why those problems occur and how to overcome them:
Losing tickets
Physical tickets are often lost in event check-in. As a result, searching for them in panic mode often leads to distress for both the guest and the staff. So switch to digital tickets or e-tickets to avoid this issue.
Technical issues
As various technologies are incorporated, there might be some bugs and wiring issues in the tablet. The software may lag or stop working. These technical issues must be looked at beforehand. Training the staff for troubleshooting is the solution.
Guest navigation issue
Guests are newcomers; without proper signs and directions, they often get lost at the event. Clear and large signs must be used for conference rooms, breakout rooms, and waiting rooms. Proper directions and general mapping of the event at the front door will help the guests.
Uninvited guest
Most of the event faces uninvited guests at the venue. If your event has capacity, then on-site registration is ideal. If not, then clearly state the policy in the terms and regulations during the registration process. This is also a breach of security, creating a hazard in the event.
Lack of real-time data
If your event doesn’t show real-time data analytics, the organizer will not know when maximum capacity is exceeded, creating a shortage for catering and seating arrangements. The solution is to use event management software that allows real-time data.
In Closing
To wrap up, the event check-in process is the ultimate move to impress your guests. Incorporating technology, e-tickets, and assigning efficient volunteers with a friendly attitude will make the event check-in process fast and run smoothly.
Frequently Asked Questions
What apps are commonly used for event check-in?
Cvent, Bizzabo, Eventbrite, and Splash are common and popular apps used for event check-in
What does a guest need to bring during the check-in process?
A guest must read the terms and conditions of the event registration. Physical tickets, or e-tickets, ID cards, registration numbers, and documents must be brought during the check-in process.
