Check-ins are often the first impression and interaction guests will have at in-person events. Unfortunately, the event check-in process is often overlooked by coordinators or hosts. They may leave any thoughts for the check-in process on the back burner or wait to plan them as the last consideration. As a result, the entire event can suffer and affect the attendee’s attitudes. Attendees may have a poor guest experience and may even develop a negative opinion of the host.
If you’re an event planner, you should take a look at your event strategy priorities and put check-ins at the top. After all, your top priority should be creating a positive first impression and providing a welcoming atmosphere. The best way to do that is through the check-in process.
The Importance of a Well-Organized Check-In Process
There are several factors that contribute to the importance of a well-organized event check-in process. As noted above, the check-in process is often the first interaction your guests will have at your event and provides an opportunity to make first impressions.
A well-organized check-in process can ensure that your invited guests are accounted for properly, which can help avoid confusion later on at the event. For example, a check-in system can help identify VIP guests, guest speakers, and honorees while ensuring that uninvited guests remain uninvited. It also ensures you have enough space and staff to tend to your guests’ needs.
Potential Complications in the Check-In Process
Sometimes despite your best efforts, you may still encounter issues during your event. The most common issue is not prioritizing the check-in process or lacking a check-in process altogether. This can create havoc at your event. Not only will uninvited guests gain access to your event (which can be troubling if your event is a private one), but your event can quickly fill up, and a lack of event space can quickly become a problem. Furthermore, uninvited guests can end up being event crashers.
Other potential complications in the check-in process include:
- Slow check-ins: Once the doors to your event have opened, your guests are expecting to enjoy the event without having to wait in a slow-moving line. Traditional check-ins, such as those done through paper, are often tedious and take a while. Your staff will have to flip through pages and pages of names, searching for the right one to let your guests in.
- Materials: Another contributing factor to slow check-ins includes materials that are handed out to your guests. These materials can include tickets, info on the event, wristbands, and name badges, but are not limited to just those items.
- VIP treatment: Finally, a poorly conducted check-in system can cause problems with VIP guests. The check-in process is particularly important for VIPs, who may be provided with special seating and accommodations.
7 Tips for Seamlessly Checking Guests Into an Event
Understanding the importance of a proper event check-in system and what could go wrong without one is only half the battle. You should also understand what goes into creating a seamless check-in experience for your guests to ensure they leave your event with a positive experience.
Here are seven strategies for creating a seamless check-in system to fulfill your next event goals:
1. Carefully Designate Your Check-In Area
Your event should have a designated area specifically for your check-in process. You don’t want your guests standing in crowds while waiting to be checked in, nor do you want any confusion surrounding who has already been checked in and who is still waiting to be checked in.
Setting aside a designated area or desk will ensure a seamless check-in experience. You’ll be able to check your guests in without the distraction of others around you and be able to keep things much more organized as the check-in process continues throughout your event.
A designated check-in area will also help attendees claim their event materials, such as wristbands and nametags. Once your guests have been checked in, they can pick up their items from nearby tables, also included in the designated check-in area. This helps ensure a less cluttered event.
In addition, for VIP guests it’s important to have certain staff members assigned to be account handlers and for those handlers to be alerted whenever a VIP guest arrives. The handler will then be attentive to the VIP guest, showing them around through the event, ensuring that they arrive at their proper seating arrangement, and providing them with any VIP accommodations.
2. Use a Mobile Check-In App
The traditional paper and pen method to create and manage check-in lists is yesterday’s news. Traditional methods usually equal longer waiting periods, which may impact your guests’ overall experience. No one likes waiting in lines, especially slow-moving lines. Some events may see thousands of guests being invited—imagine having to sort through papers upon papers to find the name of every guest invited. And sometimes, you may even have to check twice.
Mobile check-in apps are much more efficient. Not only do they speed up the process of checking in guests, but event apps are also more organized and provide a better overall experience for both the guests and the staff members assigned to checking those guests in.
3. Make Sure Your Venue Has a Strong and Stable Internet Connection
For the check-in process to truly be seamless, your venue must have a decent internet connection. Ensure that the connection is strong and stable to prevent your event check-in software, like a mobile check-in app, from encountering common network connectivity issues. Your event may also have displays or presentations that rely on an internet connection, so it’s always best to check on the internet availability first thing.
4. Train Staff on How To Manage Event Registration and Check-Ins
Your staff will be the ones responsible for your event registration and check-in system. While you may want to contribute to this process, you’re likely to have your hands busy with other event-related issues. So, assigning staff members to manage the registration and check-ins is necessary, especially when you have a large number of guests. Having staff available to answer guests’ questions and welcome them right away is a must.
Equally important is ensuring that your staff has the proper training to handle things when issues arise. There are several problems your staff may encounter when working on registration and check-ins, including problems and errors with the registration process and uninvited guests showing up. Your staff must know how to handle these occurrences to keep your check-in process running smoothly.
5. Invest in Check-In Software With a Reporting Feature
Managing registration and check-ins can be stressful. However, those stresses can be greatly diminished if you’ve invested in the right event check-in software option. As mentioned previously, it’s a good idea to switch from traditional paper check-ins to mobile check-in software. But not all check-in software is made the same.
Check-in software varies in terms of features. One important feature you should consider is reporting. The reporting feature can help collect information regarding attendance, including the name and email addresses of the attendees. Having this information on hand can allow you and your staff to quickly get in touch with your guests if needed.
6. Set Up Check-In Kiosks
What’s even better than having staff assigned to check in your guests? Having kiosks that can check in your guests instead. Setting up check-in kiosks can help you in several ways, but the two main benefits include:
- Save resources: With check-in kiosks, you won’t have to hire and/or train staff to handle the check-in process, saving time and money. This also helps free up your staff who can then focus on preparing your event in other ways.
- Speed up check-in: Kiosks will allow guests to check themselves in, which can help speed up the check-in process because there’s no longer a need for a middleman.
7. Ensure That the Check-In Station Reflects Your Brand
Regardless of how your check-in station is set up, you’ll want to ensure that it reflects your brand. Your check-in station is just another way to market yourself, your brand, and the product or service you offer. Remember, first impressions are key — so make sure that your check-in area tells your guests exactly what you want them to know about you or your company.
Easily Check-In Attendees With Our Robust Event Management Software
Want to take the hard work out of setting up the check-in process for your event? Events.org has you covered. Our on-site check-in system guarantees seamless interaction upon check-in between your guests and your event staff. Push aside the tedious traditional paper event check-in system and turn to our free mobile check-in solution to guarantee fast entry with voice recognition and QR-enabled technology. Interested in learning more? Contact us for a flawless experience from start to finish.
