Five Flawless Event Check-In Strategies

Statistically speaking, you’re going to put in a lot of effort prepping for an event. Between planning the agenda and driving attendance, it might seem like the work is over when you get to the event. However, preparation is only half the battle. Once you’ve done all the prep work, you still need to ensure guests have a good experience. Fortunately, one of the easiest ways to start an event off on the right foot is to brush up on check-in strategies. Check out some of our tips for a flawless check-in experience.

1. Don’t skimp on the name tags

One name tag is as good as any other, right? Not so, according to Kapow’s expert event team. Using adhesive name tags may be tempting with their low price point and last-minute appeal. However, our event team has reported that the stickiness does not hold up and you’ll likely find lost name tags on the floor throughout the event. If you’re able to, it’s worth upgrading your name tags, preferably using ones with a magnetic or safety pin backing. Seeing how many name tags are left on the registration table is also a quick way to visually check who has, or has not, arrived.

2. Leverage LinkedIn

Being able to put a face to a name is immensely important. As Kapow’s Dave Chookaszian notes, prepping to meet people in person through their LinkedIn is a great resource. It can also help expedite your check-in process. When you’re able to associate guests’ names with their faces, you can streamline your entry process by quickly passing out name tags to the people you recognize. A little bit of preparation will go a long way, and it might be just the thing you need to break the ice with an especially high profile guest.

3. Have multiple check-in sites

Space can be at a premium during an event, we understand. However, people also hate waiting in line (just try chatting with the person behind you in Starbucks when it’s busy), so the faster you can facilitate entry into your event, the better. It might even be worth having on-site printing for name tags as well, just in case something goes awry. In any case, getting your attendees checked-in swiftly and efficiently can make a world of difference when it comes to the overall event experience. Using Kapow’s new app is a great way to streamline the process and since it syncs with your guestbook, you can have multiple check-in stations that will all stay in sync.

4. Consider guest safety

We’ve already talked about some strategies for keeping your guests safe and secure during events, but it can also help streamline your event registration as well. Zkipster recommends always having someone familiar with your guest list on hand, both for security reasons (someone insisting they’re on the list when they’re actually not) and for facilitation reasons (no need to verify edge cases). In both cases, it takes time and effort to sort these things out; time and effort that you can avoid expending by having someone familiar with your guest list managing registration.

5. Monitor social media

If you want a clear list of who is and isn’t attending, you might want to monitor social media. According to Bizzabo, monitoring engagement with event hashtags and social media can be a great way to discover who is (and isn’t) in attendance. If you’ve been on top of engaging and seeding interest in your event, social media can be a great way to see who’s attending. It’s also not bad for publicity.

Check out Kapow’s brand new mobile app to take the headache out of attendance management. You can download it in the app store here. It’s event check-in and guest management, streamlined.


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