Everyone wants to make a good first impression. The same is true for events: An event’s overall success hinges on creating a memorable experience—and it all starts with registration.
The registration and check-in process set the tone for the event, so it needs to run as seamlessly as possible, which means pre-planning and segmenting your audience are a must to save money and space on-site. Plus, since COVID-19 protocols have added another level of complexity to the check-in process at live and hybrid events, it’s more important than ever to work with a holistic event management platform that checks all the boxes and understands how critical optimizing on-site registration is for an enjoyable and efficient in-person attendee journey.
For instance, eShow—which launched in 1996 as the original event management platform and was established as a synchronized and persistent system well before the onset of pandemic—offers a host of integrated and customizable options that make it a leader in holistic platforms with a strong registration presence. Not to mention, eShow’s team understands the financial burden of staffing and the importance of planning for unforeseeable issues.
Aside from partnering with the right platform, though, follow these effective check-in guidelines to help you save space and money while capitalizing on registrations and the attendee journey:
1. Use technology that can scan QR codes and seamlessly print badges for pre-registered guests. Alphabetized bins or using staff to hand out pre-printed badges can tie up the entire registration process, which doesn’t leave a good impression. Alternatively, print the badges on-demand. This will save significant time and space, as well as cut down on waste.
2. Ensure your vendors are using current technology. Unlike laptops, using tablets offers mobility, makes scanning QR codes simple, and is generally easier and faster to clean. This makes for a more efficient, cleaner experience that also frees up space. Utilizing portable options such as tablets allows you to be creative with the registration area footprint and traffic flow.
3. Drive your audience results by segmenting lists. Sending invites to guests you know will attend in person while segmenting those who will more likely attend virtually streamlines the registration process. This not only helps you prepare for space and staff requirements, but it also eliminates the inevitable uncertainty you face when sending mass invites. Extra tip: Send out a “last call for registration” messaging to potential virtual attendees who may have procrastinated signing up. This will amplify your total reach and potentially maximize your overall registration count.
4. Choose an event platform that’s flexible. Weather, personal situations, finances, the pandemic—these are all reasons your attendees might change their mind at the last minute and switch their attending status from in person to virtual, or virtual to in person. To avoid putting out a fire on event day, utilize a flexible system that is highly adaptable to provide a more efficient experience for the event organizer and attendee.
5. Be mindful of COVID-19 protocols. Set up a separate check-in station on-site when verifying proof of vaccination, administering tests or running a health screen to keep the line moving. Choosing a vendor that offers the needed technology and staff—and also understands the importance of line fluidity—is key here.
Bottom line? When you partner with an all-in-one event management solution and vendor team that understands effective event flow, your registration process will leave a lasting impression sure to carry through the entirety of the event and even after.
To get a customized quote and optimize your registration system, book a meeting with eShow‘s event guru’s today!