During in-person events, the most hectic task is the check-in process. Event organizers are often looking to streamline this because there are huge crowds and gatherings that take more work to manage. Moreover, attendees don’t like to wait in long lines and it may impact their experience. When they arrive at the event, they want a swift and efficient experience and at the same time, you may want to make sure that only valid tickets are checked. So, using suitable event check-in solutions is a must-have. There are multiple solutions available in the industry that can be used for this, such as QR codes, onsite badge printing, mobile event apps, etc.
In this blog, we will take a look at the most efficient solutions that can be used to make the check-in process more streamlined for in-person events.
Implement Registration Forms
The event registration forms can play a significant role in enhancing the check-in process. You may want to provide them before the event so that you can gather all the details and information about the attendees. This can help in making informed and necessary decisions to make strategies that can help the event check-in process. You can use a suitable event registration platform or online registration forms.
Communicate With the Check-in Process
If you are using any kind of check-in solution like onsite event badge printing, QR code, or digital tickets from the event app. You may want to communicate with the staff, attendees, and the solution provider about how the whole process is going to work. If the attendees will be using any of the solutions, then give them the whole information about it and provide them with the necessary steps.
Validation Policy
Ensuring that you have the right and defined policy to validate the attendees is a must-have process. This will ensure that the right ticket holders are getting access, which will help the event registration process go in a streamlined manner. In order to make sure that the person is valid and there is nothing wrong with their identification, you can also ask them to show some sort of identification. All this had to be done in advance with the attendees so that proper communication was established.
Use Modern Technology
Modern technology is the best way to ensure that the registration and check-in process is streamlined. There are multiple technologies and event registration platforms available in the market that can be used for this. Such as using a mobile event app that can provide a digital ticket with a QR Code, or using onsite event badge printing to enhance the process. Moreover, there are certain ways that can be used, like self-check-in kiosks where attendees themselves can perform the event badge printing process. These badges can consist of a QR code or a barcode with all the attendee information, and they can be scanned with a suitable scanner. This way, the whole process of registration and check-in can be streamlined.
Go Paperless With Tickets
The old ways of printing paper tickets is a very time-consuming process, first, you have to make the attendee register and then give them a ticket. Most of the events provide direct tickets or passes to the attendees. Which has to be manually checked during the event and this can take much time which increases the number of queues. This is not an effective event check-in solution and can affect the attendee’s experience negatively. In order to avoid this, you can go paperless for your events, which means you can provide digital tickets to the attendees. Using a mobile app or after event registration, you can send emails to the attendees attached to a ticket. This will elevate the event check-in process and improve the attendee experience.
Allocate and Train Your Staff
Allocating enough staff based on the size of the event and the type of event registration process that you have used. This is mandatory to avoid any kind of trouble during the process and make sure that everything goes smoothly. Also, it is mandatory to train your staff about the event technology that you have been using. With this, they can avoid any kind of problem that occurs during the event. This will also help the attendees to have a smoother experience, at the time of any query they will be able to sort it out quickly.
Start Early to Avoid Any Risks
Starting early on the event day is a great way to avoid bottlenecks or huge gatherings. Tell your attendees to come early during the event, this will make sure that a smooth check-in process is going on. During in-person events, there are chances for attendees to come right before the event, which results in long queues, huge gatherings, and bottleneck situations. Starting early can help in making attendees come before the event starts, and it will avoid these kinds of situations.
Make Sure to Check All the Things Before the Event
To enhance the event check-in process, you need to make sure that you check all the equipment, event check-in solutions, or internet connection before the event starts. This will make sure that everything works fine and there are no problems with them. An Internet connection is required for everything because no technology can work without internet connectivity. If you are using a mobile app, the scanner needs it or if you are using any event badge printing solution it also requires it. Making sure all the equipment works fine will eliminate the risks and troubles.
Facilitate Group Entries
During large events, there are large groups of people who have done the event registration at once. This means a group of people has registered for the event, which makes sure that they are coming to the event together. So you can provide separate group entry kiosks for them to facilitate the better. It also avoids the long lines where a group is standing in between, and it increases the waiting time for the other attendees.
Conclusion
The event check-in process is the most hectic part of any event, which can affect the attendee experience. During in-person events, there are possibilities of huge gatherings and bottlenecks, which are necessary to avoid. Making it streamlined is important and necessary, and for this, you can use the above-mentioned ideas. Which can help to enhance the whole process and provide a smoother experience for the attendees. It will also reduce the hectic from the event organizers.