When guests arrive at an event you planned, what creates a lasting impression first? Is it the opening speaker? Is it the social media wall or informative digital signage?
Look even earlier – it’s the check-in process.
Though event registration typically doesn’t take much time, this interaction can play an influential role in setting the tone for the rest of the experience. First impressions count, so you want to ensure that your guests aren’t held up in a long, time-consuming registration line before they can even get in the door.
Luckily, paper check-in sheets are things of the past. Today, event planners can use check-in apps, smart badges and other smart technologies to streamline the registration process, creating a more efficient – and impressive – experience from the very beginning.
Take advantage of check-in apps
The people who attend your events are likely accustomed to accomplishing a number of tasks efficiently and easily on their phones, from sending work emails to ordering takeout. In the smartphone era, it makes complete sense to also check in to an event via a mobile app.
An effective way to execute this strategy is through the use of beacon technology. After attendees complete the event registration process online, a message will prompt them to download an application to their phones. On the day of the event, guests can walk up to the check-in kiosk where beacons will recognize the app on their phones and pull up their registration information automatically. Attendees can then select their names from the lists on the kiosk screens and enter the access codes that were sent to their phones.
Not only is this process more efficient than entering all the registration information by hand, it also frees up event staff. They can instead focus their time and energy elsewhere.
To be especially strategic, consider using an app that can also help users interact with the event via their social media accounts, making it easier for them to stream their posts to social media walls. This will encourage them to engage with your clients’ brands as well as other attendees.
Try out smart badges
Your paper sign-in sheet isn’t the only thing that’s outdated. Replace those sticker name tags with smart badges that make it simpler for guests to come and go over the course of your event.
These smart tools offer a number of advantages, including speeding up the registration process and checking attendees in and out of sessions without the need for manual verification. For example, smart wearables by Klik create a seamless check-in process by accelerating registration, linking social media profiles and giving guests the ability to pre-register for special sessions.
Some smart badges or wristbands additionally make it easier for wearers to exchange contact information, enhancing networking opportunities at the event.
Organizing a conference in 2018? Time to plan ahead. @EventbriteUK has tips to improve registration: https://t.co/ehn7P3CMd9 #EventProfs pic.twitter.com/6kbvHe5ytw
— FMAV (@FMAVCanada) August 29, 2017
Present information strategically
During check-in, event attendees are expecting more than just a list with their names. They’ll likely also look for additional information to enhance their event experience, including directions, itineraries and other details.
Make this information a convenient and efficient component of the check-in process by presenting it all via interactive knowledge pods and informative digital signage. With these strategies, guests can find all the details that they need up front to navigate the event effectively from the very beginning.
Though smart technology will help you make an event that’s as efficient as it is impressive, don’t get so caught up in the tech that you forget the basics. Be sure that you have plenty of space for both your registration setup and any queue that may form by ensuring that the on-site elements are integrated with whatever method of registration was used by your client prior to the day of the event.
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