How To Streamline Live Event Registration

Anyone who has hosted a live event will know that the registration process is perhaps the most important—yet most overlooked—part of the process. Registration is the first introduction attendees get of your event, and as they say, you never get a second chance to make a first impression.

The keynote speakers and networking opportunities are the meat of a live event. Because of this, the check-in process can become the last priority for event organizers. However, this really shouldn’t be the case. A disorganized and lengthy registration process will make attendees feel confused and frustrated, and they will then carry those feelings into your event. By contrast, offering a streamlined process helps guests feel welcome and excited for what’s to come.

You can speed up and improve your live event registration process in several ways. Here are some tips to guarantee your next event starts on the right track from the start.

1. Provide Clear Navigation

You won’t be able to start your event on time and keep your attendees happy if they are confused about where to go. Ensure you have clear and straightforward signage giving guests directions for each part of the registration process. To keep VIPs happy, include a separate entrance for those who have upgraded their package. Ensure you choose a large enough room to accommodate multiple lines and check-in stations, and use rope barriers to designate each area. Last, if you offer a swag bag table, keep it set apart from the event check-in kiosks to avoid confusion.

2. Keep the Lines Short

When your guests walk into the building, the last thing you want them to see is daunting long lines. One of the easiest ways to keep your check-in lines shorter is to shorten the check-in process.

First, keep everything digital. Digital check-in and last-minute registration will considerably shorten the process. Choose event registration software to keep the process to a minute or less per person. Ensure your guests aren’t given questionnaires or asked to fill out anything on the day that could have been done during registration.

Event registration company In The Room offers quick live check-in on a convenient pre-programmed tablet. As an event organizer, you can even add one-button VIP upsell offers to increase day of revenue.

Another feature offered by companies like In The Room is on-demand badge printing for events. With on-demand printing, your attendees won’t have to sort through hundreds of badges to find the correct one, and you’ll avoid hours of pre-event printing and sorting. Live event attendees often forget pre-printed badges at home, which slows down the registration process for everyone. On-demand printing can eliminate this time-consuming step.

3. Keep Things Moving

No guest wants to feel frustrated when the check-in tablet freezes up, or the name on their badge is spelled wrong. To keep lines moving smoothly, ensure that tech-savvy people are ready at the check-in stations to smooth out any snags in the registration process.

Look for event registration programs that offer real-time updates. The software you choose should update immediately when a guest checks in or upgrades to VIP status. Real-time updates also help you, as the event manager, to gauge guest count accurately.

4. Have Multiple Self-Service Stations

The simple act of having participants check in by themselves can drastically cut down check-in time. While all attendees may not be technology gurus, if you choose an event registration software that is user-friendly and easy to understand, your guests can check-in, upgrade their tickets, and easily make any other changes.

Ensure you have sufficient check-in stations for the size of the event, clear signage and instructions, and fully charged tablets and backup tablets.

5. Embrace QR codes

Using QR codes on badges and signs is brilliant for several reasons. First, most attendees don’t want to download a separate app just for a one-time event. Apps use space on your phones, need phone service or wifi to run, and no one wants to learn to navigate something they’ll barely use.

The alternative is to use QR codes. Scanning a QR code takes only a second and can allow guests access to event itineraries, entrance to talks and other ticketed activities, quick payment for food and ticket upgrades, and so much more. QR code scanning can also offer event organizers live event data tracking, letting you know how many guests have checked in to each individual talk, room, or activity.

Set the Right Tone with the Right Software

While event organizers make decisions regarding decor, set up, and event amenities, attendees get the most critical first impression at registration. The ease and efficiency of the check-in process, access to VIP upgrades, making name changes, and collecting badges set the tone for the whole event and will keep guests happy and excited for what’s to come. Choose event registration software to help streamline the process from the minute attendees walk in the door.

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