Why is a smooth check-in experience important?
Unless there is valet service, check-in is the first interaction guests have with your event. As a result, it sets the tone for the rest of the event, and it can have a direct impact on your guests’ mood and attitude. Check-in is your first opportunity to create a fantastic experience, and a positive check-in experience is crucial for success.
A disorganized check-in can make it easier for uninvited people to enter your event when they shouldn’t and make it more difficult for invited guests to get inside. Without proper organization, you may lose out on the opportunity to identify your VIPs and other important individuals, like speakers and honorees.
Finally, organized check-in is also crucial for data collection, allowing you to determine who has arrived, when, and if they brought guests.
8 tips for getting check-in right
1. Assign several staff members to be expeditors who keep the crowds moving before and after they check in. Place one expeditor at the beginning of the check-in telling people where to go and one expeditor after check-in to direct people where they need to go.
2. Have check-in staff be proactive by actively inviting guests to check in by raising their hand or a sign to let guests know they are available.
3. If there are any issues with check-in, refer guests to a dedicated help desk. Not only does this free up the main check-in area, it also ensures any challenges are handled by higher level staff who are equipped to resolve issues quickly and efficiently.
4. Have a dedicated table separate from the main check-in area for badge changes.
5. Have two staff members at the name tag station. One staff member can be responsible for checking the list and the other for finding the name tag.
6. Create multiple copies of the guest list: alphabetical by name, alphabetical by company, and alphabetical by table number/name. This will make it easier to provide guests the information they need or to find the information your staff needs as quickly as possible.
7. Do not position your seating arrangement or floor plan station near the check-in area. Instead, position it deeper inside the room to improve the flow of guests.
8. If you’re processing registration and payment on site, ensure that you have manual forms for taking payment in addition to your on-site processing system or machine to prevent back up if your systems don’t work.