The Future of Event Tech: How Check-In Kiosks Are Changing Events

What if event check-ins could be faster, smoother, and completely hassle-free—without the long lines and paper forms? Welcome to the world of check-in kiosks, where tech meets simplicity to transform how we experience events.

Check-in kiosks are transforming event experiences, and they’re not just a trend—they’re a major improvement. They reduce wait times, provide a more secure check-in process, and even help with branding. 

The global self-service kiosk market is expected to reach $43.65 billion by 2028, growing at a CAGR of 8.71% from 2022 to 2028. In addition, the reports suggest that event technology like kiosks can increase attendance by 20% and boost productivity by 27%. It signifies that integrating these tools into your event strategy isn't just smart; it's necessary.

In this guide, we’ll break down exactly what check-in kiosks are, why they’re important, and how to set them up for maximum impact to create a smoother, more enjoyable experience for your attendees and make your event a success.

What Is a Check-In Kiosk, and How Does It Work?

A check-in kiosk is a self-service terminal designed to simplify the event registration process. It is equipped with a touchscreen interface, and event organizers typically position it at event entrances or registration areas. This allows attendees to quickly and easily check-in without relying on event staff.

With the rise of digital event management, check-in kiosks play a crucial role in streamlining attendee flow and enhancing the overall event experience. They help reduce long lines, boost security, and make event registration much more efficient. Whether you need to confirm registration details, print badges, or offer event information, check-in kiosks are your go-to solution for a seamless check-in process.

How Does It Work?

1. Attendee Interaction:

• Attendees approach the kiosk and interact with the touchscreen interface.
• They confirm their registration details, which are pre-loaded into the system for quick access.

2. Instant Badge Printing:

• Once the attendee’s information is verified, the kiosk automatically prints a personalized event badge.
• This eliminates the need for separate badge printing stations and further streamlines the check-in process.

3. Displaying Event Information:

• Event organizers can use the kiosk to showcase important event details, such as session schedules, maps, and speaker information, helping attendees navigate the venue.

4. Self-Updates and Corrections:

• If attendees find any errors in their registration details, they can make last-minute updates directly on the kiosk, ensuring accurate information for the rest of the event.

The Evolution of Event Check-in Systems

Event check-in has come a long way. What once started as a slow and tedious process with manual pen-and-paper registrations has evolved into a seamless, digital experience. Early on, event organizers relied on paper forms to register guests, leading to long lines and human errors. But with the rise of technology, things have shifted. 

Today, self-check-in kiosks, mobile apps, and digital ticketing systems make the process faster, more accurate, and hassle-free. These innovations not only save time but also improve the attendee experience by offering a smoother, more efficient entry process, setting the tone for a well-organized event.

Now that we've explored the evolution of check-in systems, let’s dive into how kiosks are transforming the event experience.

How Check-in Kiosks are Changing Events: Top Benefits

Self-check-in kiosks are transforming the way events are managed, offering event organizers an efficient way to enhance the attendee experience and streamline operations. Here’s why more and more organizers are adopting this technology.

• Boost Attendee Satisfaction: Check-in kiosks speed up the check-in process, allowing attendees to get in faster and dive into the event without wasting time.
• Free Up Staff Time: With kiosks handling check-ins, your team can focus on what matters—engaging with guests and delivering exceptional experiences rather than dealing with the hassle of manual registration.
• Minimize Data Entry Errors: We’ve all seen errors creep in when data is entered manually. Kiosks allow attendees to verify their details, reducing mistakes and ensuring you collect clean, accurate data.
• Enhance Branding and Professionalism: Customize your kiosk interface to match your event’s theme and branding. This improves the registration experience and reinforces your brand identity from the get-go, leaving a lasting impression.
• Provide Valuable Insights: Modern kiosks are more than just check-in tools. They offer real-time data on attendee behavior, helping you make smarter decisions, track attendance patterns, and gather insights for future events.

To better understand the impact, let’s look at real-world examples and case studies that showcase these benefits in action.

Real-world Examples and Case Studies

REBA + fielddrive

At the REBA Wellbeing Congress 2024, fielddrive's self-check-in kiosks transformed attendee management, creating a seamless and efficient entry experience. The kiosks supported QR code scanning, facial recognition, and name search, drastically reducing wait times and eliminating bottlenecks. By integrating smoothly with REBA's registration software, fielddrive ensured real-time data synchronization for hassle-free check-ins. Additionally, onsite live badging enabled REBA to print custom badges instantly, eliminating the need for separate lines for delegates and exhibitors.

LEAF, Inc. + fielddrive

LEAF, Inc. transformed its event check-in process with fielddrive’s self-check-in kiosks, enabling touchless, QR-based entry that drastically reduced wait times. Live on-demand badging replaced time-consuming pre-printing, while custom badges enhanced security and professionalism. The system also streamlined walk-in registrations and provided real-time attendance data, elevating LEAF’s events to a national-level standard with greater efficiency and attendee satisfaction.

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With these real-world insights in mind, let’s examine the key features that make check-in kiosks so effective.

Key Features of Event Check-In Kiosks

When choosing a check-in kiosk, the right features make all the difference. Here’s a breakdown of the essential features that can take your event’s check-in experience to the next level.

• Touchscreen Interface: The kiosk's user-friendly, intuitive touchscreen allows attendees to interact easily with it, confirming registration details and printing badges without any hassle.
• Real-Time Registration Verification: Attendees can quickly verify their registration information on the spot, ensuring smooth and accurate data processing in real time.
• Badge Printing: You won't have to wait around for badge printing stations anymore. Kiosks automatically print personalized event badges, saving time and reducing bottlenecks.
• Customization Options: You can customize the interface to match your event’s branding, colors, and logos. This will provide a cohesive, professional look that enhances the attendees's experience.
• Real-Time Event Information: The kiosk allows attendees to access event schedules, speaker bios, venue maps, and more. This helps them plan their day and navigate the event with ease.
• Support for Last-Minute Changes: Kiosks allow attendees to update their registration details on the spot, making it easy to fix errors or make changes without involving staff.
• Data Collection and Analytics: Kiosks collect valuable data on attendees, offering insights into their behavior, preferences, and event engagement. This data can be used for future planning and marketing efforts.

Having explored the features, it’s time to examine the different types of check-in kiosks available for various event needs.

Types of Check-In Kiosks

When it comes to implementing check-in kiosks at your event, it's important to know there isn't just one kind. There are several types of kiosks, each with its unique benefits to suit different event needs. Let’s explore the various options:

• Touchless Check-in Kiosks: These kiosks eliminate the need for physical contact, using technologies like QR codes, NFC, or RFID to enable a smooth check-in experience without touching shared surfaces.
• Self-Service Kiosks: Standalone kiosks where attendees can check themselves in. These kiosks typically feature a touchscreen interface and can be strategically placed throughout the venue for easy access.
• Tablet Kiosks: Compact and portable, tablet-based kiosks offer the same functionality as self-service kiosks. They’re often mounted on stands or carried by event staff, giving flexibility for different event spaces.
• Mobile Check-In Apps: Many events now offer mobile apps, allowing attendees to check in using their smartphones. These apps integrate with technologies like QR codes or NFC to streamline the process.
• Badge Printing Kiosks: In addition to check-in, these kiosks let attendees print their name badges or event credentials on demand. Integrated with the check-in system, they make badge printing fast and easy.
• Facial Recognition Kiosks: Emerging tech like facial recognition provides a fast and secure check-in option. Attendees simply have their faces scanned to verify their identity and gain entry.
• Hybrid Kiosks: These kiosks combine multiple features like self-check-in, badge printing, and lead capture capabilities. They serve as an all-in-one solution, making registration seamless for attendees.

Now that we understand the types of kiosks, let’s move on to the practical steps of setting them up at your event.

How to Set Up Check-In Kiosks at Your Event

Setting up check-in kiosks can be seamless with the right approach. Follow these key steps to ensure a smooth process:

• Determine Your Kiosk Locations: Identify high-traffic areas such as event entrances, registration desks, or main pathways. Ensure kiosks are highly visible and easily accessible to attendees.
• Choose the Right Type of Kiosk: Select a kiosk type suited to your event—touchless kiosks for health-conscious gatherings or hybrid options for all-in-one solutions. Aim for an attendee-friendly experience.
• Set Up the Software: Configure the kiosk software to align with your check-in process. Integrate it with your event management system, sync attendee lists, and enable features like badge printing and real-time updates.
• Test the System: Conduct thorough testing before the event. Verify touchscreen responsiveness, connectivity, badge printing, and software integration to ensure smooth operation.
• Train Your Staff: Equip your team to assist attendees with any issues. While kiosks are user-friendly, on-site support can quickly resolve problems and prevent delays.
• Promote the Kiosk Check-in Process: Inform attendees in advance about kiosk availability and usage. This reduces confusion and ensures a smoother check-in experience on arrival.
• Monitor the Check-In Flow: Keep an eye on the process during the event. Address any technical issues or bottlenecks promptly to avoid disruptions.
• Collect Data and Feedback: After the event, analyze kiosk usage and attendee feedback. Use this data to refine the process and gauge the kiosks' impact on attendee satisfaction.

With setup out of the way, let's discuss how to choose the best check-in kiosks to meet your event's unique requirements.

Choosing the Best Check-In Kiosks for Your Events

Selecting the right check-in kiosk is key to a smooth event experience. Since every event is unique, consider these factors to make the best choice:

• Event Size and Complexity: Match the kiosk to your event’s scale. For small events, a simple self-check-in kiosk may suffice. For larger events with complex registrations or multiple ticket types, advanced features like ticket scanning or facial recognition can streamline the process.
• Budget: Balance your budget with your needs. Avoid overspending on features that won’t add value, but ensure the kiosk supports your event’s requirements and scalability as you grow.
• Seamless Integration: Choose a kiosk that integrates smoothly with your event management system. Real-time syncing reduces manual errors, streamlines check-ins, and keeps attendee data up-to-date.
• Reliable Technical Support: Prepare for potential tech issues by selecting a provider with robust technical support. Look for on-site assistance and clear troubleshooting protocols to handle malfunctions quickly.
• Data Security Matters: Prioritize attendee privacy. Ensure the kiosk system uses encryption, secure login protocols, and regular updates to protect personal information against breaches.
• User-Friendly Interface: Opt for an intuitive design with clear instructions. A simple, user-friendly interface minimizes attendee frustration and staff intervention, ensuring a seamless check-in experience.

Elevate Your Event Check-ins with fielddrive

fielddrive transforms event check-ins with cutting-edge self-check-in kiosks that streamline the registration process and enhance the attendee experience. It provides innovative check-in solutions to make events smoother, faster, and more secure, offering seamless check-in solutions for events of any size.

Key Features:

On-Demand Badging:

• Quick Printing: Print personalized badges in just 6 seconds.
• Eco-Friendly & Customizable: Create custom designs for sustainability using biodegradable paper.

Flexible Kiosk Options:

• Flex Kiosk: A cost-effective, fully customizable kiosk ideal for any event.
• Premium Kiosk: A sleek design with premium branding potential for a high-end experience.
• Badgebox: A portable, compact kiosk with live badge printing and touch functionality.

Touchless & Fast Check-In:

• Facial Recognition: Secure, contactless facial recognition allows attendees to check in in under 6 seconds, improving flow and security.
• Speed & Convenience: Eliminate QR codes and long lines for a smoother, faster check-in.

Seamless Integration & Real-Time Data:

• Analytics: Capture real-time data to understand attendee behavior and improve event management.
• Integration: Easily integrate with your event software for smooth data synchronization.

Conclusion

Check-in kiosks are game-changers for events, offering a smoother, faster, and more efficient registration process. They reduce long wait times, eliminate manual errors, and enhance event security, and attendee satisfaction. With key features like instant badge printing, touchless check-in, customizable interfaces, and facial recognition, kiosks streamline the attendee experience while providing event organizers with valuable real-time data.

To choose the best check-in kiosks for your event, consider factors like event size, budget, integration capabilities, and user-friendliness. fielddrive provides cutting-edge self-check-in kiosks that help you manage large crowds effortlessly, enhance attendee experiences, and capture valuable insights. Ready to take your event to the next level? Contact fielddrive today to learn more.