4 Ways to Streamline the Event Check-In Process

You’ve already figured out the who, what, when, and where of your event. Now the only question is how you’re going to make sure checking in goes smoothly for your attendees. You don’t want to have to worry about your guests becoming impatient with a slow-moving line, people who weren’t invited sneaking in, or not having enough staff members to handle all of your guests.

If you’re looking to make sure that you don’t run into any of these common check-in issues, there are a few steps you can take to streamline the process and make it easier both for attendees and for your event staff. The following four strategies can help you get your guests signed in quickly and efficiently so they can enjoy the event.

1. Make sure you have enough staff members on hand. 

You should determine your staffing needs for the entire event beforehand and decide who’s doing what, including who’s in charge of checking people in. Make sure you have enough staff members to handle the number of guests you expect (plus some possible walk-ins who didn’t register or RSVP) so that the process goes as quickly as possible.

Additionally, if you’re expecting VIP guests, it can help to designate certain staff members as “VIP handlers” to greet these important people at the check-in point, ccording to Event MB, an online resource for event professionals. Distributing custom event badges to VIPs prior to the event can also help your staff identify them.

2. Go paperless. 

An old-school paper guest list can take forever to flip through to find names, slowing down the check-in process, according to Event MB. Using one or more tablets with a check-in app can significantly speed up the time it takes to get each guest signed in. Digital guest lists are searchable so that it takes just seconds to find an attendee’s name, and they can update automatically across multiple devices so a group of staff members working the check-in desk/table can see the current status of the list, according to the integrated media company Smart Meetings.          

3. Have a plan in place for extra attendees. 

Some of the people you invite to your event might show up without sending in their RSVP, and others might bring a guest/plus one, so it’s important to anticipate some additional guests who aren’t on your list, Event MB advises. Develop a protocol ahead of time for dealing with attendees who aren’t on the guest list (for example, you might need to gather information from them before checking them in) and make sure the staff members in charge of checking people in know what to do.

 4. Create custom event badges for your guests. 

Ordering unique event passes and sending them to your guests ahead of time is a great way to streamline checking in and keep your event secure. In addition to including your event’s logo, you can get guests’ names, organizations, and other personal information printed on custom passes. Other possible features that will help ensure security and safety include credential barcoding, QR codes, and radio frequency identification (RFID) technology. With security features and personal information printed on event passes, you can easily verify guests’ identities and keep any would-be event crashers from sneaking in. 
Overall, by carefully planning ahead and making use of tools like check-in apps and custom event passes with security features, you can ensure your guests get signed in without any snafus so they can start enjoying your event as soon as possible. If you’d like to order customized badges for your event, the Event Passes team can provide you with high-quality passes that meet all of your needs. To learn more, contact us today at 847-424-1900 or orders@eventpasses.com.