An event check-in process involves checking attendees into your event, verifying tickets or registration details, distributing event materials, and identifying guests, guest speakers, and other important stakeholders. As an event planner, you should ensure a smooth check-in process because this is what sets the tone for the entire event.
A seamless event check-in process also reduces wait times and attendees’ frustration, making them more excited about the event. At the same time, a strategic and streamlined process offers event organizers valuable data that they can use for future events.
From pre-event communication to post-event feedback, there are several methods to improve the check-in process. You can also maximize technology to expedite check-ins by integrating check-in apps and kiosks.
Read on to learn more about excellent event check-in ideas and technology solutions that can give your guests a remarkable experience.
Ideas for improving the event check-in process
Pre-event communication
Pre-event communication keeps your guests well-informed, updated, and clear about event expectations. Establish your lines of communication by distributing an email confirmation that includes the event check-in details. This automated email should be sent immediately after their registration. It must provide important event information, instructions for checking in, reminders, and everything they need to know about attending and maximizing their time at your event.
If you’re using an event app, you can let attendees check in through their mobile devices. They won’t have to do physical check-in or use paper tickets anymore, which saves everyone time.
From a marketing perspective, you can also support social media check-in through event hashtags. Attendees can simply check in by using your event’s official hashtag on social media. This is a smart way to boost engagement, analyze event insights, and encourage communication and connection between all event stakeholders.
On-site check-in
For on-site check in, you have several options to help improve the check-in process.
1. Kiosks
The first is to provide self-check-in kiosks so your guests can simply proceed to the kiosk, enter or edit information, and check themselves in. This way, the process becomes more streamlined, and wait times are reduced. These self-check-in kiosks can also help lower staffing costs.
2. Tablets
Another paperless check-in process involves using tablets. Apart from a quick and convenient check-in, event organizers can also access real-time updates and actionable event data. By going paperless, you’re also helping the environment, which makes a statement to your attendees, many of whom are increasingly interested in eco-friendly or “green” initiatives.
3. QR codes
You can use QR codes for check-in as well. Attendees can just scan a QR code that’s either on their mobile device or ticket to successfully check in. This process prevents long lines and allows a more efficient and stress-free check-in.
Post-event feedback
Gathering post-event feedback is crucial in not only measuring your event’s success, but also continuously improving the event check-in process for future events.
Prepare an online survey for attendees, so event organizers like you can gain valuable insights that you can use to enhance your event planning and management.
Through the online survey, you’ll gain substantial data regarding engagement and attendees. The check-in data will also help you identify the dos and don’ts for your future events and arrive at more data-driven decisions.
Include post-event survey questions to determine how satisfied the attendees were with the event, whether their expectations were met, and what you could improve on next time.
Benefits of event check-in software
Using event check-in software offers layers of measurable benefits.. From keeping your check-in process more organized and effective to increasing attendee engagement, event check in-software makes event organizers and guests happier.
Streamlined check-in process
One of the major benefits of using check-in software is automating the event check-in process. This means that you can say goodbye to tedious and complex manual check-in processes. Ultimately, event technology empowers event planners to make the whole check-in process more efficient and seamless.
Moreover, data tracking is done in real time. You can easily get real-time updates when it comes to attendance and engagement. As a result, you can also confidently and quickly make decisions as you have sufficient and easily accessible data.
Utilizing event check-in software also helps attendees save time because they don’t have to wait longer just to check in. With such a smooth and efficient process, your guests will look forward to your event.
Increased attendee engagement
You can also boost attendee engagement by using event check-in software. Attendees enjoy a personalized check-in experience. By prioritizing their needs and preferences, you can expect more satisfied attendees.
Event check-in software also offers networking opportunities. Attendees can easily connect with each other before, during, and after the event. At the same time, you can use attendees’ data and analyze their engagement. This way, you can make real time adjustments to how you connect with attendees in order to optimize engagement and event satisfaction.
Moreover, event check-in software offers opportunities for targeted marketing and communication. Since you know how your guests engaged before, during, and after the event, you’ll know how to encourage ongoing engagement and participation.
Advanced data analytics
With event check-in software, you can take advantage of advanced data analytics. For instance, by accessing accurate reports on attendance and engagement data, you’ll understand attendee behavior better, and gather relevant insights regarding your audience’s preferences.
With this knowledge,event organizers like you can offer more personalized experiences based on guests’ specific needs and wants. In turn, your attendees will feel valued and appreciated.
Utilizing event check-in software also allows you to evaluate your event’s success more effectively. From attendee data to online surveys, you can determine whether you’ve achieved your event goals. Through such data, you can also make more well-informed decisions that will help ensure the success of your future events and, ideally, increase ROI.
