Learn How To Improve the Event Check-In & Check-Out Process

The top priority of every organizer is to make sure that their attendees have a smooth experience from start to finish. The check-in and check-out processes are crucial first and last impressions that can set the tone for the entire event and be the last thing that they remember about your event. If people have to wait in long lines or deal with a lot of confusion and chaos, it can ruin the entire experience for them.

On the other hand, efficient and well-run QR code check-in and check-out allow your event to start and end on a high note. Guests feel welcomed, appreciated, and respected. You avoid frustration, delays, and unhappy attendees.

Putting some thought into improving these processes pays off big time.

Intrigued? 

Let's look at some straightforward tips to upgrade your event’s check-in and check-out processes. 

Pre-Event Improvement Tips:

Embrace Event Technology Solutions

One of the best ways to enhance your event’s check-in and check-out processes is to focus on pre-event improvements by ditching paper forms and spreadsheets. You should invest in event management software or a touchless event check-in kiosk. These tools allow your event attendees to pre-register, reducing on-site data entry and speeding up the process. Plus, you get valuable attendee data upfront, helping you plan better.

Communicate Clearly

Don't leave attendees in the dark. Send clear pre-event emails with check-in instructions, including what to bring (ID, ticket) and where to go. Mention any separate lines for pre-registered attendees or VIPs.

Event Check-in Improvements

Prepare QR Code  Check-in Materials in Advance

Don't wait until the last minute to print QR code badges, assemble packets, or organize check-in lists. Get all these items ready well ahead of time. Make multiple copies of check-in lists. Invest in QR code badge printing services and run multiple tests to make sure that your onsite badging and check-in kiosks run smoothly on the event day. Gather all other needed supplies like pens, markers, notebooks, etc. Having everything prepped saves time and avoids stress.

Recruit and Train QR Code Check-in Staff

You'll need adequate staff to handle the volume of expected attendees for QR code check-in and check-out. Recruit volunteers and temporary staff or assign existing employees to check-in duties. Provide clear training on QR code processes and policies ahead of time. Have a team lead who oversees solid communication and answers questions. Consider doing a run-through before guests arrive.

Use Check-in Technology with QR Codes

Gone are the days when event staff had to manually scan QR codes at entry points to check attendees in. Instead, embrace the future of the events industry and partner up with a self-check-in and badging tech provider such as fielddrive. Our cutting-edge kiosks allow attendees to check themselves in by scanning their QR codes and then automatically print badges on the spot, making the entire check-in process much more smooth and streamlined.

Read More: First Impressions Matter — How To Design Engaging And Seamless Entry Points

Set Up Strategically for QR Code Check-in

The setup of the QR code check-in area impacts flow and processing time. Have adequate space and enough QR code check-in stations and kiosks. Group alpha ranges if multiple check-in lines are used. Ensure there's clear signage so people know where to go for QR code check-in. Make the path from the entrance to the check-in kiosk and event space smooth. Small adjustments here make a big difference.

Consider Staggered Entry for QR Code Check-in

If you expect many people simultaneously, consider staggering entry times for QR code check-in. This prevents everyone from bottlenecking at once. You can assign entry windows by last name, registration number, or other criteria. You can also set up separate QR code check-in areas for certain groups (VIPs, speakers, staff, etc.) or use facial recognition technology for these special guests to enhance check-in. Just be sure you communicate instructions clearly.

Check-out Improvements

Collect Feedback at QR Code Check-Out

The end of the event is a perfect chance to gather feedback while it's fresh. Prepare a simple paper/digital survey, or have staff ready to ask a few key questions at QR code check-out. Getting direct input from attendees provides insights into what worked well and what needs improving for future events.

Read More: How To Leverage Data Analytics To Provide Better Sponsorship and Brand Partner ROIs

Use QR Code Check-out for Dismissal

If you have a very large group, coordinate dismissal using QR code check-out to avoid a stampede. Announce dismissal by sections (rows, groups, categories, etc.) using QR codes to control flow out the doors. This makes the exit more orderly and prevents bottlenecks. Also, staff should be assigned to monitor and direct QR code traffic flow outside.

Plan for Efficient QR Code Check-out Exiting

Consider things like coat checks, shuttle service pickup areas, etc. If many people need to reclaim items or board transportation during QR code check-out, ensure the process is explained and managed properly. Have signs and staff in place. Think through every step of QR code check-out to avoid confusion or delays.

Provide Clear Exit Directions During QR Code Check-out

Especially in large venues, exiting during QR code check-out can be tricky. Don't leave it up to guesswork. Clearly mark all exits with visible signage for QR code check-out. You can also provide printed exit maps or have staff guide people to the correct routes for QR code check-out. Remove potential obstacles or hazards from exit pathways as well.

Thank Attendees and Collect Stragglers at QR Code Check-out

As people filter out using QR code check-out, have staff thank them for attending and direct stragglers where to go. You may need a procedure for locating any "lost" attendees who didn't properly QR code check-out. Be sure event spaces are fully cleared before closing down after QR code check-out. Lead retrieval systems can also be one of the result-driven ways to streamline check-out and collect the data to convert your visitors into leads. 

Read More: Maximizing Event Success: The Essential Guide to Why You Need Lead Retrieval

Conclusion

In conclusion, QR code check-in and check-out systems offer various benefits for event organizers and attendees. From streamlined entry processes to enhanced security and data insights, implementing this technology can transform your events into unforgettable experiences.

Contact fielddrive today to learn more about our innovative solutions for event management and start harnessing the power of QR codes for your next event!

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