51% of event planners measure ROI based on the number of registrations[1], yet ensuring a smooth check-in process is sometimes overlooked by event planners. First impressions are everything and your attendees first experience of your event is in the queue to enter. Waiting in long lines (especially in the rain!) can sour an attendees mood before they event enter the building, so it’s important to ensure you try to make the check-in process as easy and fast as possible.

To make registration at your event effortless on the day here are some insights and tips to make attendee’s registration and check-in successful.

 

Turn Digital for Check-ins

You have enough on your plate the night before your expo and preparing badges for all your attendees should be the least of your concerns. Digital check-in and badge printing services can dramatically reduce the long lines by ensuring all your attendees can check-in to your venue in seconds.

Aim to make as much of the on-the-day check-in process as self-serviceable as possible so your staff can focus on welcoming your attendees and ensuring the queue moves swiftly.

Digital check-in solutions often take the form of kiosks that allow attendees to scan a pre-generated QR code or manually typing their name which automatically logs their entrance time and prints their event badge. Say goodbye to long queues and mountains of paperwork by exploring your digital options.

 

Stagger Arrival Times

If you expect to have a large attendee turnout, consider offering staggered arrival times to avoid the rush when the doors open.

Having attendees enter your event in timed periods will help to avoid large queues and waiting times. Alternatively, you can also take advantage of attendees who like to be prepared and offer early-bird registration.

 

Make your Pre-Registration as Effective as Possible

We understand how important data is, but lengthy check-in forms that aim to capture as much information as possible, rather than just the information you require, can cause delays when other attendees are queuing up behind them.

Consider front-loading the information capture at the point of online registration, so that when it comes to the on-the-day check-in you already have all the data you need to get the attendee into the event as soon as possible.

 

Consider your Venue 

Many of your attendees will have never been to your event venue in the past, so its important to consider appropriate signage to direct new arrivals to the correct place as easily as possible.

Consider speaking with the venue representative to see if they can provide any insights based on prior events that have been hosted. Are there any noted pinch points? Are there optimal routes they would recommend to assist with the flow of attendees arriving and entering the venue?

 

Ensure Sufficient Staff Training

Whether you opt for a more manual check-in process or digital, its important that you have well trained event staff on-the-day to help manage any disruptions and ensure all attendees get through registrations as quickly and efficiently as possible.

Consider providing a small training session to cover things such as the emergency evacuation plan, the proposed routes attendees will be taking around the venue, in the weeks leading up to the event so it is fresh in everyone’s minds.

 

Are you planning an event and want a sophisticated and simple registration process for yourself and attendees?

Want a system that is fully manageable with online end to end management?

See how ExpoBeacon can assist you here.

 

 

[1] 2022 Event Trends Report- EventMB, 2021 https://meetings.skift.com/reports/2022-event-trends-report/