After building a successful and fast event registration strategy, it’s time to ensure the same for your event check-in. Plus, as an event organizer you’re also responsible for crowd control and management at your event. In this article, we’ll show you how to manage these event processes at once, in an integrated and innovative way.
As we already mentioned on our blog, you need to be clear about one thing: registrations and check-ins represent the very first impression attendees will perceive about your event, and your goal here is to create a good impression right from the beginning. It’s therefore important to make the attendee experience as smooth and enjoyable as possible.
In case you’re hosting a live or hybrid event, be aware that your event has immediately begun from the moment attendees arrive at your entrance. And the event guest check-in experience you’re offering should be effective, reflect your event branding and not being treated as merely a logistical step. Always remember that making a good first impression will last for the rest of the event.
Here are a few tips that will simplify your event check-in and occupancy control processes by making the best use of event check-in tools:
1. Make your check-in system available within an integrated event management platform
One way to digitize your attendees check-in experience is to integrate your event management software (EMS) with your event check-in software. That way, you’re ensuring a smooth and simple process right when your participants arrive at your venue. A good tip over here is to consider an event management platform that already has native check-in features.
2. Go paperless & contactless
With all the advances in event technology, and moreover knowing that sustainable events have contactless & paperless interactions, experiencing a check-in with paper and pen doesn’t leave a good first impression. It’s inefficient, outdated, unsustainable, and moreover, it doesn’t contribute to your event safety. If you’re planning to host live or hybrid events in 2021, learn how to operate live events in a safe environment.
A simple way to go paperless & contactless is to offer the possibility to have them register through their own devices, for example with the support of an event app. Indeed, the future of events will be hybrid & data driven and will increasingly benefit from process digitization.
3. Consider sending a “how to check-in” email
Anticipating a clear communication regarding your check-in process will be essential to ensure a smooth check-in experience. So, why not send an email with a clear explanation of the process a few days before your event starts?
If you outline the instructions in advance, people will be more effective regarding what they need to do to enter your event. After all, more information means less unforeseen events.
4. Use an event management platform that allows you to manage your occupancy limits in real-time
Does your event management platform include a real-time capacity control tool? Follow government social distancing restrictions on COVID-19 and keep your attendees and staff safe by monitoring your live occupancy.
If you’re not organizing an event, but still need to track & manage incoming visitor traffic with a digital screening, get to know our occupancy tracking app.
5. Extend check-ins to specific event sessions
Considering that your event software offers your attendees the capability to check-in autonomously, your event app should concurrently give you real-time information about how many people actually attended your event versus the amount of people who signed up for it. And the same applies to specific event sessions.
Having this data will be very useful for future events, especially when it comes to defining the event content or choosing the right exhibitors.
6. Create a logical on-site check-in flow for live & hybrid events
Digitizing your event check-in process through event technology is crucial to reduce long waiting lines, and therefore crowding. But there’s also other tips that can contribute directly to an intuitive check-in process.
For example, you should organize your venue in a way your attendees know exactly where to go to check-in. Try to use signage for that purpose, as well as implement a logical progression of the check-in flow with the help of your staff.