There are so many important elements to consider when you’re planning an event. From choosing the best date in an already crowded industry event calendar and securing the right venue to designing an engaging program and selecting speakers who are thought leaders. It’s a relief to have everything in place. It’s a relief to have everything in place. Then the big day arrives. Now it’s time to really WOW them. And it all starts at check-in.
For an attendee, the check-in process has the potential to be one of the most frustrating and time-consuming aspects of an event. Get it wrong and it can leave attendees with a negative perception of the entire event. But if you get it right, it can set the scene for an outstanding event experience.
Here are some tips that will help you create a check-in experience to remember.
1. Design a seamless experience
Check-in starts for attendees before they even enter the venue. Place signs outside to help attendees locate the venue. Once they’re inside, make sure there are plenty of people to direct them to the check-in area.
Think about what the check-in area looks like. Gone are the days of big registration desks and counters that create a barrier between you and your attendees. The area should signal a personalised experience, so clear out the clutter. And make the area fun. Play some music. Take some photos. Have someone giving out coffee and refreshments. You want your attendees to start their day on a high note.
2. Practice the process
As the saying goes, practice makes perfect. When attendees start to arrive you want to be certain that you have the right systems and procedures in place to deliver a positive experience.
Don’t forget that the check-in process can also be stressful and overwhelming for your team. Do a practice run and ask lots of questions. This will help your team stay organised on the day and keep the process running smoothly.
Take a walk through the check-in area to ensure it flows. Are there any areas that might potentially result in a traffic jam? Is it clear to attendees where they need to go? Looking at the area from an attendee’s point of view and practising the check-in process will allow you to identify potential challenges and make your team feel better prepared.
3. Use technology to your advantage
We’ve all been there. Hundreds of name tags to lay out on table after table. Attendees listed out on page after page. And then the nightmare of collating check-in details after the event. There must be an easier way. And there is!
Here’s where technology comes in. These days online registration can be easily integrated with smart badges to deliver a seamless and fast onsite check-in process, allowing attendees to get the most out of your event.
But there’s more. Smart badges can also collect and store valuable data about attendees by tracking the sessions they attend, how they participate in those sessions and the sponsors they interact with. And attendees can collect information and content from speakers and sponsors by simply scanning their smart badge.
Using technology as part of your check-in process is more efficient, provides you with lots of essential data and, most importantly, allows attendees to engage more effectively with your event.
Need help with your check-in process?
Find out how Jomablue’s Event Check-in can help you craft a truly personalised experience that will set your event apart.
Jomablue’s Live Engagement Platform delivers innovative and flexible event technology solutions for events of all sizes – from small, intimate events through to medium and large scale events. To discuss how Jomablue can help you to create a seamless registration and check-in process for your next event, contact them on 1300 130 283.