Introduction to the Event Check In Process
By 2028, the value of the event industry could reach an incredible $2.194 billion globally, creating the potential for strong ROIs for prepared businesses. However, to tap into this market, you have to make sure your attendees have a positive experience from the minute they walk through the door to check in.
The first interaction your attendees have with your event is during the check-in process.
First impressions matter and they set the tone for the rest of an experience. You want your attendees to be happy to participate in your event, with no one entering your activities already feeling frustrated or annoyed. Planning your check-in should be a top priority.
Understanding the Event Check In Process
What is an Event Check In Process?
The event check-in process plays a critical role in your success. During this time, you will welcome your guests and get them any materials or information they need. For example, you might give them a program, badge, or map. You will also make sure that those entering the event have the proper registration.
This event check-in process may look a little different depending on the type of event you host. A conference or trade show, for example, might emphasize getting each attendee the information they need about speakers and schedules so they can take full advantage of everything your event offers. If you want to host a large festival, however, your event might have more of a speed-based check-in, with people scanning tickets as they walk through the entrance.
Webinars or other virtual events will also have their own unique check-in. To make sure those authorized to attend can enter your webinar, you might use unique passwords or have another means of verifying names of those asking to be admitted.
Regardless of the type of event you host, you want to prioritize keeping your attendees moving forward and being responsive to their needs to make the entire process successful. Let’s look at how you can achieve these goals.
Importance of a Seamless Check-in Process
Planning your event check-in process should take a top priority in your agenda. A poorly planned check-in can easily lead to bottlenecking, frustrated attendees, and growing dissatisfaction that gets your entire event started on the wrong foot.
When you plan out an effective welcoming process, you will enhance the entire attendee experience. Smooth processes will reduce wait times and minimize any confusion and frustration. Since your team will be better prepared to welcome your guests, you will also find it easier to collect and manage the data related to the opening of the event.
We will walk you through some key best practices that will keep your event check-in moving effectively.
Best Practices for a Seamless Event Check-in Process
Choose the Right Check-in Method
As you start to consider how you want to run your event check-in, you will quickly discover that you have several different options for organizing this process.
- You can do a manual check-in, where guests approach tables staffed by your team. The team members will collect their information and distribute any important materials. This type of check-in generally works well for smaller events or any VIPs you want to welcome to the event. Some event planners will also pair a manual check-in with automated check-in options for guests who might not want to use the digital systems.
- You can also have digital check-in processes using a variety of strategies. One technique is to use kiosks that welcome people to the event. With the self-service kiosks, people can enter their own information at the kiosk and get scanned in. You can also use QR codes on tickets that let people quickly scan their tickets, the system collects their information, and then any materials are distributed to them. These options work well for larger events where you want to keep everyone moving through quickly.
- Finally, you can use mobile apps. Digitally savvy crowds often appreciate this option, as they can check in on the go. Event planners also appreciate them because they reduce the crowds at the event entrance and encourage attendees to engage with the app, which offers additional opportunities for engagement and data collection throughout the event.
Pre-Event Communication
Pre-event communication can also go a long way in creating an effective check-in process. Letting people know what to expect as they get ready to check-in at an event can help keep everything moving smoothly. This pre-event communication should include information such as:
- Where check-in spots will be
- How much time should be allotted for check in
- Any required materials to facilitate the process, such as an ID or tickets
When people know this information ahead of time, you will have less confusion and fewer obstacles, such as people forgetting their IDs when coming to the event. You also will set expectations. If people know that check-in should take 10-15 minutes, then you will have fewer people get impatient if it takes a few minutes to get through the process.
Use Technology Wisely
Technology can be a tremendous asset during the event check-in sequence, so it helps to think about how you can use these capabilities. The optimal usage will depend upon your check-in process and the type of event you want to host.
If you want to interact more personally with your attendees, using a QR code might be a good solution. With a QR code, people can scan their tickets at a kiosk or desk, which will register their attendance and provide them with access to badges and other materials.
RFID technology might also be a good option for large-scale events. With this type of ticket, you embed a tag in wristbands or other materials carried by the attendee, which will automatically detect the tag when the person enters the facility, which can help you move them quickly through check-in and monitor their engagement.
Similarly, apps can help with tech-based check-in processes. With an app, people can take control over the check-in process but also remain actively engaged with the event planners throughout the rest of the event.
As you plan the technology to use during your event, however, you want to make sure you carefully check the capabilities before the event. Do test runs to make sure all the features work as expected to avoid unexpected obstacles when your attendees arrive.
Design an Efficient Check-In Area
The design of your check-in area will also play an important role in the flow of the check-in process. Thinking about how you want to use the space can help you avoid unnecessary crowds and congestion.
Select a space that leaves plenty of room for your check-in. Then, use clear signage throughout the space so people can find their way to check-in tables or kiosks as well as other important spaces in the event venue.
Design a layout that keeps people moving in one direction. Criss-crossing designs add to confusion and crowds. Your layout should minimize congestion so that everyone can easily enter the venue and see where to go. As you plan out your check-in area, consider design aspects like line management and accessibility for all your participants. Have a plan with your team as to how you will handle growing crowds and what you will do if a bottleneck starts to form.
Train Your Staff
The last main component of your check-in process needs to be your staff. The team itself needs to have quality training so they know how the check-in process should run and how all the different technology or event management systems work.
Staff training helps alleviate uncertainty and confusion, gives your team the chance to troubleshoot potential problems, and offers opportunities to practice the process so they can have it mastered.
As a part of the training, have mock check-in sessions and customer service training so you feel confident in the level of service your attendees will receive.
Handling Different Attendee Types
VIPs and Speakers
Despite all your preparations for check-in management, you will likely anticipate at least some delays in getting everyone through this welcoming step. Therefore, having a special plan in place for your VIPs and speakers can help to enhance their experience and give them special treatment that they will appreciate.
You want to make the check-in process for your VIPs as personalized as possible. If your venue has the space, you might welcome them through a unique entrance where they can have a personalized greeting and attention. If you do not have a unique entrance, you might still want to have a separate line or check-in space for them so they don’t have to wait.
Before the event, make sure all their information is entered into the system so they do not experience any delays during the check-in. Send them detailed instructions so they know where to go to get their VIP experience. The team members who handle their check-in procedures should also be familiar with their unique needs and the treatment they should receive.
Late Arrivals
Delays happen. Therefore, you want a plan that will help you manage late arrivals without disrupting the rest of the event.
To minimize the number of people who arrive late, make sure you provide clear information about your venue, reaching the venue, and the estimated start of the festivities. Account for the time it will take to get everyone through check-in so that you do not have people stuck in a crowd waiting to check in even after your event has begun.
Depending upon the size of your event, you might have a means for people to notify you about an impending late arrival, such as a flight delay. This prepares you and gives you a chance to set their welcome information to the side.
Once you finish the main check-ins, it is also a good practice to leave one or two team members manning the check-in area after the event begins, as they can provide a quick welcome for people who arrive after the start. Depending upon what you have planned, if people coming into the activities late would be disruptive, you might offer an area in the back where they can sit or space for them to wait until the next segment of the event begins.
Post-Event Follow-Up on Check-In Process
Gathering Feedback
Once the event is over, collecting feedback on your check-in process can help you better understand how everything went from the perspective of your attendees. This can give you insight into whether or not people encountered obstacles or confusion that you might not have observed.
To get the best insight, it helps to use a few different feedback methods. We suggest combining surveys and direct communication. Surveys can be sent out to a large number of attendees, particularly when you use an event app. This will help you collect quantifiable data about what people appreciated and what they thought could be improved.
Direct communication can also be used by team members who engage directly with attendees. Ask them how easy they found the process and what they would like to see improved. This can be compared with the survey data to build a more complete picture.
Analyzing Data for Future Improvements
Data can also give you insight into your overall check-in experience. As you ask people about their experiences at your event, you can use the data you collect to get more information about their check-ins. Here are some data points you might want to examine:
- Day 1 ratings. If you ask people to rate their experiences by the day, you might collect their ratings about the opening festivities. Lots of frustration during check-in will lower these numbers.
- Satisfaction ratings. Like the Day 1 ratings, overall satisfaction ratings will be lowered by inefficient check-ins.
- Wait times. Data can tell you how long it took people to get through your check-in.
- Rates of obstacles or problems. Collect data from your system about any problems encountered, such as missing registrant information, trouble printing badges, or delayed check-ins. All this will provide insights into potential trouble areas.
Use this information to find ways to improve your check-in processes in the future.
Conclusion
The check-in process is a critical component of your event management process. A smooth process will get everything off on the right foot and give your attendees a positive impression of your brand from the start. Keeping these best practices in mind can help you create a smooth process so your attendees feel respected and welcomed.
As you start planning for your next event, see how you can incorporate some of these ideas into your event management plan. See the difference a smooth check-in can make in event success.
