How to Organize Check In At Your Event
Managing check-in at events can often be a logistical challenge, but with the right approach, you can streamline the process and create an elevated experience for guests from the moment they arrive.
Whether you're hosting a conference, award show, or a party, making sure you have efficient check-in procedures will set the tone for a successful event.
Here are some tips to help you master the art of managing check-in:
1. Utilize Online Registration and Ticketing
When planning your guest list, it is extremely effective to encourage online registration which will help to streamline the check-in process on your event date.
Whether you are offering free or paid admission, provide guests with the option to register in advance through your event website or a dedicated ticketing platform/app.
This will save time on the day of the event and also allows you to collect important guest information in advance if needed.
Make sure to account for plus one’s on your online registration so you do not run into any issues with attendees guests on your event date.
We personally suggest having guest plus one’s be registered under their full name so they are able to check in alone if needed.
2. Utilize Proper Check-In Apps/Websites
Manual registration can get extremely convoluted. Lucky for us, there are endless free check in apps and websites that can be utilized for events.
Using mobile check-in solutions will enable you to check in attendees using smartphones or tablets, providing greater flexibility and mobility for your check-in team.
The platform you choose should easily check in attendees and track attendance in real-time.
Popular Guest List Check In Apps
If you’re trying to save money and time, use this guest list google sheets template.
3. Train Your Check-In Team
Your check-in team plays a crucial role in ensuring a smooth and efficient check-in process.
Let your check-in team know what software they will be using prior to your event date. If you are doing a pre event training - walk the team through the website/apps and show them how to troubleshoot problems if needed.
Emphasize the importance of professionalism, friendliness, and efficiency in delivering exceptional customer service to guests.
Always make sure to train your check-in team on who to direct questions and concerns to during the check in process. There should always be a plan in place for situations like - what to do if someone is not on the list or if your check in app was to crash mid event.
4. Designate Check-In Stations
Create designated check-in stations that have with all the necessary resources your check in team will need, including iPads, laptops, hand stamps and name badge holders.
Depending on the size and layout of your event, you may need multiple check-in stations to accommodate high volumes of attendees.
Clearly mark each station with signage to guide attendees and minimize confusion. Utilizing alphabetically organized lines could help for a streamlined check in approach.
5. Organize the Check-In Line
To avoid long lines and congestion at check-in, consider implementing a line management system.
Use stanchions, ropes, or signage to create organized queues that guide guests through the check-in process in a systematic manner.
Assign staff members to manage the flow of traffic and direct attendees to the next available check-in station.
6. Offer Express Check-In for VIPs and Early Arrivals
Provide VIP guests and early arrivals with the option for express check-in to expedite the process and elevate their experience.
Designate a separate check-in lane or station for express check-in, staffed with your best team members who can quickly assist these special guests and ensure they receive VIP treatment.
Conclusion
By implementing these strategies, you can effectively manage check-in at your events and create a seamless experience for your guests.
The check-in process sets the tone for the entire event, so investing time and resources into preparing this part of your event can significantly enhance the overall guest experience.
Looking for Check In Staff for your next event?
Book the check in team that organized and managed check in for the Grammys.
