5 Tips for On-Site Event Checkin
When organising an event, one of the things you will need to consider is how to manage the flow of people in and around your event space when people arrive for the on-site event checkin. With more than 20 years of combined experience in the field, we have compiled a list of our top 5 tips to ensure your queues are kept to a minimum, guests are free to maximise their time and your on-site event checkin runs as smoothly as possible.
1. Plan the on-site event checkin area
Depending on which venue you have chosen, the size of the event checkin area can vary greatly. It may be that there is already a reception area that is perfectly suited to the role or it may be the case that there is only a small space available at the front of your venue. As soon as you know where the onsite registration will be situated, it is important to think about potential bottlenecks or crossovers.
2. Use branding & signage
Directional signage can be of huge importance to prevent queues during the on-site event checkin process. Event staff can be really effective at welcoming and directing attendees to the event checkin for a quick and efficient welcome. It is sometimes worth having separate desks and staff to deal with VIPs and other attendees such as Speakers or Exhibitors, as they are more likely to have special requirements that may take time to attend to.
3. Have enough event staff
Our knowledge and experience of event checkin has enabled us to accurately work out how many desks and staff members will be required at registration, to manage the expected number of attendees. It is worth considering when you expect the event checkin to be at its busiest and allocate the most staff to cover the checkin desks during this time. Then, as the day progresses you can reduce the number of staff as required.
4. Choose the right event checkin technology
There are lots of different ways to check people into your event and it’s important to choose the right event checkin technology for you. At Event Connections, we offer a wide variety of options, but we work alongside our clients to help them determine what is going to work best for their event and their attendees. Sometimes a range of different event checkin options works best - like hotel style reception desks alongside self check-in stations and QR scanners.
5. Keep things moving!
At the start of any event, focus on getting your delegates through the event checkin process as quickly as possible. It’s a tricky balance to give a warm welcome whilst keeping people moving fast. Much as we love what we do, people don’t come to an event to hang around at the onsite registration desks and with the right level of equipment and staff, there is no real reason why anyone should be queuing to get into your event.
A well thought our plan for your event registration will ensure that people get into your event quickly, ready to engage with your content. Get in touch if you need any other hints or tips on how to best manage your event check-in.
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Event Connections provide exceptional event registration and delegate management services to event, conference and exhibition organisers.
