As event planners, we’re all too aware of the importance of efficient check-in at conferences, trade shows, and corporate events — that first impression can not be understated. The check-in process is an attendee’s point of entry to your event, making that first face-to-face interaction with your staff a moment that will shape their perception of the entire event experience.
A seamless on-site check-in immediately establishes a positive tone, while ensuring your attendees start the conference off happy and ready to go. So how do you avoid day-of frustration resulting from confusing registration issues, long lines, or other factors that can negatively impact engagement and mood before the event even begins?
The following are some tips for smooth, stress-free check-ins at your next conference or event:
1. Send Out A Pre-Event Check-In Email or Registration Reminder
Clear communication with your attendees is key! Preparing attendees in advance for the entire conference check-in process by providing them details before they arrive helps to set expectations and eliminate confusion. A “how to check in” email or text can be sent in the days leading up to the event, setting expectations about where attendees should go, what they should bring, and how to proceed at check-in on-site. This also provides attendees with a chance to confirm their registration details ahead of the event.
Depending on your Event Management Software, you may have access to additional tools to better prepare attendees ahead of your check-in. For example, Expo Pass’ event registration software and on-site check-in platform allows event organizers to provide attendees with a unique QR code in a pre-event email. Attendees can simply scan their QR code at the on-site iPad kiosk to instantly check themselves in. Done!
2. Perform Mock Event Check-In With Staff
By rehearsing with your team what to expect during the check-in process, they’ll be better prepared for things that go as planned… and those that don’t. Role-playing can be utilized and scenarios can range from incorrect registration details, to lack of badging or missing information.
Last minute registrations or information changes (i.e.: someone registered for the event, but changed companies or changed positions) can be a huge pain-point at check-in, especially if your event is using pre-printed badges. Walking through how to handle these scenarios ahead of time can help to speed up the process when it comes to actual event or conference check-in.
One way to avoid these types of headaches altogether is to use an on-demand event badge printing and check-in solution. On-site badge printing software should be able handle same-day registrations and info changes with ease, depending on your vendor. But it’s still a good idea to do a ‘run-through’ to test how the process works once you’ve set up your equipment ahead of the event.
3. Designate A Priority Check-In Area for Your Trade Show Or Conference
Depending on the type of event or conference, certain attendees may need to check in quicker or earlier than others, such as guest speakers, VIPs, vendors, necessary staff, or other populations. If your event requires this prioritization, establishing a separate system that expedites the check-in of these attendees or corporate event staff will speed things up and make them feel appreciated. Event coordinators may also consider adding additional check-in times, such as ‘early bird’ check-ins for priority event attendees.
4. Designate An Area For Unregistered Event Guests
Event organizers have all experienced unregistered attendees who show up needing to register at the last minute. But this common event registration scenario doesn’t have to be frustrating. Prepare in advance by creating a special station for these guests so the extra time it takes to register and check them in doesn’t disturb the check-in process for registered guests.
Using on-site badge printing software is another solution to helping expedite unregistered or late attendees at check-in. On-site registration software allows unregistered guests to quickly sign up, and even pay on-site. And with on-site event badge printing equipment, their badge can be instantly printed on-demand – time saved (and they get the same great badge as all your other attendees)!
5. Use Kiosks For Self Check-In and On-Site Badge Printing
We’ve all been there: a trade-show or conference where the initial check-in process is bogged down with long lines or short on support staff needed. Technology can help! With self-check-in kiosks, typically iPads or touchscreen devices, you can make it simple for attendees to easily check themselves in, which helps to free up event staff and speed the process.
Depending on which event registration software platform you use, these check-in kiosks can also allow attendees to change their registration info or registration type on the spot, and quickly pay for upgrades with their credit card. Unregistered event guests can also register on-site without delay. In addition, many event self-check-in solutions can be seamlessly integrated with on-demand badge printing software, allowing attendees to immediately print their own badge on the spot at check-in.
6. Have Badges, Name Tags and Materials At The Ready
For small events, or when on-site badge printing isn’t an option, make sure everything that needs to be given to a guest upon check-in is prepped and ready. Pre-printed badges should be alphabetized and organized in a way that makes them easy to find and hand out as quickly as possible. Even consider attaching lanyards and coalescing any sponsored materials beforehand to speed things up. Lastly, make sure to adequately staff check-in tables for the shuffling and handing out of badges to avoid the forming of long lines.
If your event or conference is larger than a few hundred people, alphabetizing, sorting, and distributing pre-printed badges gets unbearably tedious for attendees. Most conference-goers have been to other large events with technology-assisted efficient check-ins, and expect the same efficiency at yours. Plus, after traveling and dealing with airports, Ubers, and hotels — the last thing they want is start their long conference day waiting in a lengthy line to get their badge. If this sounds like your event, consider upgrading to on-site badge printing to streamline your event check-in!
7. Use a Mobile App to Streamline Your Event Communication
It’s more and more common for events, conferences and trade shows these days to offer their own mobile apps for attendees. These event apps can help guests access agendas and event materials, manage their event session schedules, and even edit their registration details. Many event apps provide planners with essential notification tools, which can be used to send updates to attendees regarding check-in details.
By providing attendees access to your mobile event app ahead of time, you can not only help to streamline the check-in process, but also ensure smoother, transparent event communication and positive engagement throughout the event.
8. Make Sure You Have Backup Devices For Emergencies
Every event planner has faced the unexpected, and sometimes an unforeseen issue may disrupt check-in. It could well be anything from a wifi problem, to a broken device, or a power issue. Whatever happens, it’s critical to have a backup plan. This may include having multiple devices in case one fails, or a mobile hot-spot.
Depending on your event management software, your backup and emergency solutions may vary, so it’s always a good idea to check with your vendors and venue ahead of time. (Pro tip: Expo Pass’ all-in-one on-site badge printing kits are designed to fully function offline in the event of an internet outage, and come standard with a backup router, in case of an unexpected equipment malfunction).
9. Create A Warm Entry Point For Event Attendees
Nothing builds more excitement and engagement than staff who make attendees feel welcome as soon as they arrive at the venue. In addition to smiling faces and professional service, consider offering something to attendees to immediately engage them. This could be as simple as choosing a lanyard, receiving swag or goodie bags full of branded gifts, or welcoming refreshments such as drinks or snacks.
Event staff who are genuine, pleasant and present with energy and enthusiasm set the right tone up front for the event. Freeing up staff so they aren’t bogged down with having to shuffle through pre-printed badges is another great reason to opt for on-demand badge printing, to allow them to focus on greeting attendees, networking, and attending to other important tasks at check-in.
Conclusion — Event Success Starts At Check-In
A well-managed check-in sets the stage for the rest of the event to be a success. Efficient check-ins boosts attendee satisfaction, making them feel appreciated, welcome, and valued. What’s more, a seamless check-in can serve as a reflection of the event as a whole — so make sure you’re starting your event off with a great first impression!
