WAYS TO MAKE GUEST CHECK-IN A DELIGHTFUL EXPERIENCE

One of the fundamental transformations happening in the events industry is the shift from passive events to interactive experiences. After countless months of planning, executing and managing the event requirements, you want to make the best possible impression on all the guests pouring in for the event. Setting the right tone as they walk in will create a positive impact throughout the event.

Guest expectations have become a moving target. So, create a delightful and easy check-in experience to set the mood for the entire event. Prepare the staff, use good check-in software for an outstanding guest experience.

With that in mind, follow these essential tips to offer your guests a smooth check-in experience:

MAKE SURE THE EVENT PERSONNELS ARE WELL TRAINED

The market has a lot of apps and check-in procedures available, but not everyone knows how to use them effectively. Make sure you take out the time to train your staff depending on the check-in procedures. Have a mock session to check if the staff is well versed with all the necessary functions. This will help build connectivity amongst all the staff members with the apps and the regular procedures.

The check-in staff will be the face of the event. Ensure the staff is presentable enough and friendly enough to communicate with the guests. Let the check-in staff know they are the representatives for the entire event. Maintain professionalism at all costs. Greet them politely, maintain a friendly demeanor and remember to smile.

BUILD A SOLUTION STATION

Setting up a ‘help desk’ or a ‘solution station’ will ease your entire registration process. If there are any enquires or questions, special requests, etc., it can be managed well in this zone. This will only help the registration process along with getting the conflicts and questions being resolved at the same time. Position the solution station in such an area, that it can be easily noticed from a distance. When guests visit this zone, greet them with a smile and be approachable.

FACILITATE SELF CHECK-IN KIOSKS

The recent trend of self-check-in has become a huge thing in the events industry. Be it the millennials or the tech-savvy folks, it is obviously the brilliant way to get the registration line moving. You can keep an attendant at these self-check-in kiosks who can overlook all the attendees. Or else you can create a separate booth / podium with attendants too help you out with the process. Either way these kiosks turn out to be quite helpful at events where attendees are expected to pour in, in huge numbers.

GENERATE QR CODES FOR EASY ACCESS

QR codes work best at large scale events. Certain softwares have access to attendees’ numbers or email IDs. It can work brilliantly for any form of events and registrations, be it traditional, self-check-ins or staffed check-ins, etc. Since QR codes are convenient and easier to access, attendees can opt for QR codes rather than the usual registration process. This helps the process by a huge chunk, even though small number of people actually prefer QR check-ins. A small help can stimulate the check-in process.

GIVE SPECIAL TAGS TO VIP GUESTS

Marking the VIP guests can make your job a lot easier. No need to hover by the door or rely on another person for continuous updates. There are certain apps that can send an automated text or email when certain guests arrive. You can tag the potential disruptive guests or big VIPs for the security teams in case of anything. Tag them as “Text Chris” or “Text Sandy”, etc., whenever they arrive at the venue. Similarly, you can assign a tag to the hosts, presenters and other volunteers so that you can call for them easily whenever needed.

PLACE THE SIGNAGES WELL

Signages are something that can never go unnoticed at any event. Elements like that ensure the flow of the entire event, which helps the attendees to feel at ease at the venue. Place the signages at eye level so that the guests at the farther end of the room can also view it easily. Keep the signages near registration; super sharp and to the point. Ensure the signages are clearly visible. Provide apt signs that point attendees towards restrooms, solution stations, registration desks, bag drops, coat checks, etc., to name a few. The signages should be carefully designed and placed appropriately to avoid any mishaps.

KEEP THE EVENT ESSENTIALS HANDY

Every check-in area must have certain elements that will ensure the event success. Maintain a crate and have a set of things in it. The must-have items should include office supplies, extension cords, blank badges, attendee schedule and lists, among other crucial things. The list will vary from event to event.

To conclude, focus on creating and innovating your event’s guest check-in procedures to boost up the guest experience. A good option is to experiment with the check-in portals and other innovative measures to make the event guest experience a smooth and easy one. Master the process and let everything flow seamlessly.