So you’ve got a killer event planned, and now it’s time to pull it off. One of the best ways to kill that killer event is to overlook the check-in area and process. Believe it or not, too many kinks in the check-in can really undermine the flow and overall vibe of your event. Here are our top tips to make your check-in zone and process effective for your next event.
Keep it organized.
When it comes to the event check-in process, organization is key to your success. When you’re hosting an event – especially one with a large number of attendees – check-in can quickly turn into utter chaos without strict organization. Create a check-in system that ensures a quick and easy check-in process, and be sure to test your system prior to going “live.” If you’re using any kind of folders or paperwork, ensure that everything is alphabetized prior to starting for easy access. If your run-through gets a little hairy, determine where the kinks in your process are and iron them out prior to the big day. When everyone feels organized and familiar with the system, you’re sure to see greater success.
Make it flow.
If there’s one thing that will destroy your guests’ first impression of your event, it’s a chaotic or especially long check-in line. Make sure you’ve got enough staff available to get people checked in and on their way in order to prevent a chaotic mass of people hoping to get checked in. The key here is to avoid a check-in “traffic jam” by ensuring your system is working well and your event staff are trained and ready. Make sure your check-in area is located in a conspicuous, easy to find area that is also out of the way of the main event.
Hire the best.
If you’re hiring helpers or taking volunteers to help with your event, it’s important to make sure you’re choosing staff wisely. Not only should your check-in staff be friendly and courteous, but they should also be knowledgeable and organized. Think about the kinds of questions your attendees are bound to ask of your check-in staff, and make sure they’re prepped with the answers or with other resources. Make sure every member of the staff is familiar with the event schedule, transportation provisions and other key areas wherein your attendees will likely have questions.
These days, technology can make your check-in process smooth and easy. If you’re not taking advantage of check-in technology, it might be time to move to a digital system. This not only stands to make the check-in process easier and less prone to mistakes, but will also cut down on wasteful and messy paperwork. If possible, it’s a great idea to offer digital resources to your guests off the bat, sharing a QR code that allows them to view the event schedule, or sharing a hash tag that encourages them to interact with other guests on social networks.
Set the stage beforehand.
If you’ve got your entire guest list registering or checking in at the same time your event is scheduled to start, things can get pretty messy pretty quickly. Allow and encourage your guests to register and/or check in the week before the event by giving them online access to a registration form, or even by distributing this form in advance. The more people you get registered or checked in before the big day, the more organized and expedited your check-in process will be.
Make it fun.
If your check-in process is a drag, your guests are likely to begin their day on a sour note. Take care to ensure that the check-in station and process are fun and exciting. Play music, hand out t-shirts or other promo items and display artwork promoting the event. A fun idea is to provide a logo backdrop so attendees can snap photos and upload them to social sites while they wait in line.
Need help with the check-in process? We’ve got you covered. Call CLI Groups and make your next event the most memorable yet.