Many event organisers do not stress much over how the check-in should be. After all, it is just a minor part of the event, and what’s happening inside is much more important. However, this is where the rule of first impressions comes in. The check-in experience is what decides if the attendees are excited or frustrated for the rest of the event. If you are planning to network, build connections, and generate new leads, ensuring the check-in experience is smooth is non-negotiable.
In this blog, we will discuss the importance of the right check-in solution, potential challenges, and what steps you need to take. We will also discuss how 360 BrightMedia is helping event organisers design a unique and smooth check-in solution.
A] Why Optimising the Event Check-in Experience is Crucial?
The check-in is the first touchpoint for your attendees, setting the tone and mood for the entire event. A smooth, quick, and fun check-in process improves attendee engagement and experience. Rather than waiting in long and overcrowded lines for hours, attendees can look around the venue, participate in demonstrations and shows, talk to people, make purchases and much more. A well-planned and organised event also improves the reputation of the hosts and the organisers. At the end of the day, these are the things that matter the most for ensuring your event is successful.
B] Common Problems During Check-ins
- Long Wait Times: If the event gates are not open from the get-go, it could lead to long queues and hours of wait time. Attendees do not like to wait, especially for business events, causing frustration.
- Insufficient or Poorly Trained Staff: Not having sufficient staff or relying on untrained staff can be detrimental for efficiency. It slows down check-in, causes frustration, and affects event experience.
- Missing Details: If you are relying on clipboards to prepare the guest list, it is common to see certain details missing due to human errors. This can make guests wait for unnecessary reasons, affecting your brand reputation and potential business.
- Inappropriate Navigation: Improper navigation can cause the guests to wander aimlessly once they are checked in. This wastes their precious time and hinders event engagement, memorability, and business goals.
C] How To Optimise Check-ins in Events, Trade Shows, and Business Exhibitions
1. Online Registration
Online registration reduces the paperwork required before the check-in, making the process more efficient. Attendees can fill out a form with all the necessary details and directly enter at the event. Once they fill out the form and register, they must receive the e-ticket, QR code, or RFID tags online. This reduces the need for long queues and also helps the organisers predict the expected number of guests.
2. Better Navigation Design
The venue must be designed for free movement and easier navigation. Open spaces, separate entry and exit points, and clear directional markings help the attendees to keep moving freely without bottlenecks. You can also design a separate line for express check-ins. This makes them feel valued, enhancing your brand reputation.
3. Real-Time Crowd Management
If the entrance gets too crowded it can hinder movement and make the attendees feel congested. To combat this, you can use IoT crowd monitoring systems that notice bottlenecks and other issues and alert nearby event supervisors. Live crowd management is necessary for maintaining the safety and comfort of all attendees, especially in areas expecting high footfall.
4. Specialised Queues for VIPs and Differently Abled
If the venue permits, it is always a good idea to have separate queues for VIPs, sponsors, speakers, and people with disabilities. These queues must be made with accessibility in mind, meaning they must have ramps, trained staff, and less paperwork. It shows your brand is dedicated to making everyone feel valued and included. Additionally, according to research by Forbes, diverse teams deliver 60% better results in decision-making.
5. Have a Trained Onsite Team
One of the best ways to ensure your guests are not being neglected is to have a highly trained and experienced team of supervisors and staff. They must be trained in tech management, crowd handling, and hospitality. This ensures your team can handle any unexpected challenges that come their way.
6. Feedback and Optimisation
Once the guests have entered the venue, you can collect feedback on their check-in experience. Analyse both positive and negative feedback to improve the experience in future events. This cycle of feedback and optimisation is key to building a successful and visitor-friendly event experience.
D] How 360 BrightMedia is Improving Event Check-in Experience
- Robots: Event robots are widely used for welcoming and greeting guests, offering refreshments, and helping them navigate effectively. Our modern robots are specifically designed for making events engaging and fun. You can customise these robots for events according to your brand identity. Visitors can also ask questions and get quick and accurate answers.
- Contactless Entry: As a leading event tech solution company in India, 360 BrightMedia is making contactless entry budget-friendly and accessible for every event organiser through our RFID systems. These systems use an RFID-enabled badge or wristband and signal receivers at checkpoints to allow for a seamless entry and exit. This is the perfect solution for stopping unauthorised people from entering the event, enhancing security.
- IoT Sensors: IoT sensors are the perfect solution for identifying bottlenecks and providing real-time solutions. Our bespoke IoT solutions can automate crowd management, needing less staff and resources. Our technicians don’t just install the systems but also ensure they fit your requirements after considering the venue, expected number of guests, and type of event.
Conclusion
A smooth check-in experience is essential for building a positive experience right out of the gate. However, long queues, longer wait times, and poorly trained staff can leave the guests frustrated. This severely affects event engagement and enjoyment. In order to optimise check-ins, you need to reduce paperwork, improve venue design, invest in crowd management tech, and have trained staff.
Partner with 360 BrightMedia to rent the latest technologies in event management and optimisation. From AI and IoT tools to event robots and RFID systems, we have a vast array of bespoke tools to offer. These tools are tried and tested and have helped numerous events across the nation leave an impression on the visitors. Contact us before your next event to discuss your business goals and requirements.
Also Read: Event Automation vs Manual Management: Which Saves You More?