Registration is one of the most important aspects of your entire event.
When attendees first arrive at your venue, the experience they have during check-in sets the stage for the rest of the event. If things feel disorganized, they have to wait in long lines, or they’re confused as to where to go, it can create a bad impression that’s nearly impossible to undo.
Here are the 5 most common problems that occur during event check-in, how to avoid them, and what to do instead:
#1: Unexpected Walk-ins
Nothing upsets your flow more than an influx of unexpected attendees who haven’t registered for your event. If you can’t accommodate them, your staff will have to deal with a lot of angry people who may be unhappy enough to bad mouth your event online.
The best way to prevent this is with clear terms posted on your website and throughout the venue. Clarify your policy about walk-ins on the event page, all digital materials, and on hard copy signage at registration.
You should also make sure to have completely separate stations for walk-ins and registered guests to keep the flow of traffic moving at all times.
#2: Name Tags
One of the easiest ways to slow down registration is to have hundreds of pre-printed nametags laid out on check-in tables. Each person who registers will spend several minutes trying to find their name. If a name is accidentally placed out of order, the wait can be even longer and involve your staff member’s time and attention.
If you absolutely need professional, printed name tags for each attendee, invest in a printer that will instantly print the registrant’s name within seconds of them checking in. Another timesaving solution is to simply use blank nametags and have attendees fill in their name at time of check in.
#3: Lost or Forgotten Tickets
Even with eticketing, guests may lose track of their tickets or registration information, or not have easy access to the information when checking in. This is especially true if you began selling tickets to your event well in advance. By the time the event arrives, electronic tickets are buried beneath a mountain of email or lost completely.
The best way to solve this problem is by using an eticketing app like SimpleTix to resend tickets right before your event.
With SimpleTix, you can select the date and time of your event, email everyone who bought tickets, and attach digital tickets right to the email. Attendees will have fresh copies of their mobile tickets in their inbox so there is nothing to print.
This technique also lets you include a link to buy more tickets, and to share the event with friends and family. Additional purchases will be 100% digital, negating the need to juggle cash at the door. When attendees share the event link with their friends, you’ll be able to capture their email address during checkout and use it to market future events.
#4: Confused Attendees
When attendees don’t know where to go, they can create a bottleneck that slows down the entire check-in process. Clearly indicate where people should go and which line they should stand in when they first arrive at your event.
Regular signs alone may not be enough. Consider digital or video signage with voice-over, or strategically position staff to help direct the flow of traffic.
#5: Hard-copy Handouts
Handing out flyers, brochures, and other sponsored materials significantly slows down the check-in process. Deliver these items digitally along with etickets, making sure that they are easily accessible and easy to view on a mobile device.
The best way to avoid problems during event check-in is to create a seamless digital experience before attendees ever step foot into your venue.
In addition to selling tickets online, try automatically upselling VIP products and services that will make the entire event – from check in to the closing party – more memorable and more streamlined. Always send email reminders that include etickets as an attachment, so attendees are better prepared to check in quickly.
Finally, become better prepared for check in by keeping your head count accurate. The only way to limit walk-ins and crashers is to increase ticketed attendance through online referrals. Every email you send to a registered attendee is a chance to increase sales to their family and friends.
To find out how SimpleTix can help you avoid check-in problems at your next event, click here: http://simpletix.com.