The check-in stage of in-person events lives up to the well-known popular saying: “you never get a second chance to make the first impression”.
The check-in is the gateway to the event and acts as a mechanism for controlling the flow of attendees.
And, for this reason, it is essential that this step receives special treatment!
After all, no one likes to arrive and be greeted with a huge line of people!
Check out 6 tips that will streamline and make your event’s check-in more functional, ensuring high praise and recommendations.
1. Provide an online management system for checking in
No more countless spreadsheets and paper sheets!
Searching for the names of the attendees one by one in a list with dozens or even hundreds of people can take a lot of time and, consequently, generate a huge line!
And no one likes to wait in a giant line, right?
Therefore, provide an online management system for check-in, one which makes it possible to quickly search for the name of the pre-registered person.
With an event platform such as Even3, you can get all the information about your attendees in a single click.
Optimize your time and your attendees’ time!
With Even3, you can manage the entire event on a single platform! Your event’s check-in can be done online.
2. Divide check-in into groups
If the event has a large number of attendees, you can reduce the waiting time with lines divided into groups.
These groups can be divided into letters of the alphabet (eg. A-G; H-N), by activity profiles (e.g. teachers, IT, lecturers, students) or by paid and unpaid, enrolled and non-enrolled.
3. Separate kit delivery from check-in: avoid confusion!
Imagine the same person checking the attendee’s information in the system, looking for labels or putting the names on the badges, delivering kits and explaining extra information to the attendees.
That’s a lot of activities for one person!
To avoid mistakes, forgetfulness and unnecessary confusion, it would be ideal to divide the functions of the team: one person takes care of the check-in and another delivers the badges, the kits and provides extra information to attendees.
This prevents lines from lengthening and makes the flow of attendees in the same environment smaller.
4. Set aside a place for new registrations
If people can also register on the day of the event, it is essential that there is a special place for them.
Imagine the confusion of registering new attendees in the same place as already registered attendees: new data, new information, new profiles…
Meanwhile, a giant line is being formed. You can be sure that complaints will arise!
5. Select a person to manage the lines!
To minimize waiting time in lines, select a person to manage the flow of attendees at the place of check-in.
Imagine that each attendee needs to look for an identification document and proof of registration in their bag or wallet at the time of attendance. That will take quite a while, right?
To avoid situations like that one, make someone “forward” this process and guide attendees on what documents they should have on hand at the time of check-in!
This team member will also be responsible for guiding attendees on which line, according to the division into groups, they should enter.
6. Caution never hurts! Always have, as assurance, an offline check-in list
On the day of the event, unforeseen circumstances can happen: power outage, issues with the internet, laptop crashing…
Because of that, always have an offline or printed list of attendees already registered for the event!
At Even3, we provide the option for the organizer to perform the check-in via smartphone, completely offline. It’s pretty simple!
In addition to check-in via application, the organizers can also print, as a guarantee, a list of attendance!
