In the pre-event phase, event professionals are usually pretty focused on driving attendee registration and ticket sales. They dedicate a lot of time and resources to this process to ensure maximum event registrations.
Once this is done though, the focus of event profs turns towards enhancing the event experience. This is because events are not a one-time transaction.
You have to make the experience of your attendees positive and worthwhile enough which would motivate them to continue an association with your brand.
As soon as an attendee has entered your event venue, it becomes your responsibility to make sure that they have a ‘best of everything’ experience.
The check-in turbulence
One of the most hassling parts of any event is the onsite event check-in process. No matter how many people you allocate at your registration desk, it is going to be a time-consuming and confusing process.
The organizing team as well as the attendees, usually face a lot of challenges in the event check-in process.
Especially if you are working with big events with the attendee count reaching thousands, this part is going to be very problematic.
Even after allocating a good chunk of your resources, you will find yourself stuck with a lot of efficiency issues.
Get the latest research from Forrester Consulting and Hubilo on the Top 5 Challenges Marketers Face with Webinars
The event-tech solution
Just like for every other aspect of events, event technology has come up with a very smart solution for this problem of event check-in.
The solution is — free event check-in app!
Now let us first understand what it is and then we can find out how it can benefit event profs.
The focus of event technology has always been to make the process of organizing and managing events easier. The event tech industry is continuously coming up with newer and easier ways to replace less efficient traditional processes.
The same is the case with the event check-in trouble. Now traditionally, you would set-up a registration desk where your attendees would wait in a queue.
You will ask some of the members of your organizing committee to sit at the registration desk and start checking in your attendees. You would also have to have some system for badge printing.
You would either get them printed before-hand or the people at the registration desk would do it during the check-in process.
Now instead of going by this traditional route, you can get an event check-in app and automate all of these functions.
An event check-in software can usually be added as a feature in an event app or can be made into an application of its own. Either way, you can ask your attendees to download the app and make the process of event check-in quick and seamless.
With an event check-in software, you can send unique QR codes or barcodes to your attendees. Once at the event venue, they can scan the QR code and check-in themselves in a matter of seconds. Optionally, you can also set-up a Kiosk at the event venue to do the same.
2. A quick way to get attendee details
Some events like to gather attendee information like their signature at the venue. With the software in place, you can add a feature in the app or the Kiosk that would enable your attendees to input this information too virtually.
3. Collect session-wise attendance data
Not just for the entire event, but an event check-in software can also allow you to gather the check-in and check-out information of the attendees for each session aka attendee data. This way, you can find out the attendee's responses to different sessions and understand their preferences better.
4. Allow instant badge-printing
Once an attendee has checked-in to your event, badge printing software can also allow them to print their badges on their own.
You can have a badge template ready. When the attendee puts in his/ her details, the automated printer can directly print their badges. You can also have a self-serving badge-printing kiosk at the venue for this.
5. Get notifications for VIP guests or speakers
If you have certain VIP guests or speakers whose arrival you want to be informed about, a guest list app an help you with that.
All you need to do is select the attendees for whose arrival you want a notification. As soon as these attendees will check-in using the app, you will get an instant email or SMS notification.
6. Automate the process of walk-in registrations
With an event check-in and badge printing software, you can also make the process of walk-in registrations easier. You can have a kiosk at the venue where any walk-in attendee can register themselves on their own. You can collect all the attendee details that you require from this kiosk itself.
7. Receive quick payments from your attendees
An event registration check-in app also allows you to collect payments from your attendees. These could be the registration fees from the walk-in attendees or some donations or the fees for certain special workshops.
With such software, you can collect cad payments or payments from e-wallets or any other way that you find convenient.
A mobile event app for events and conferences will have these and many more such interesting features.
The main advantage of having a mobile event check-in app is that it adds value to your event. It allows you to save on resources and makes the entire process quicker. This is the benefit that you get out of it.
As for the attendees, a quicker and easier registration process means less hassle and less waiting time. They can get it all done on their own and they don’t have to wait in never-ending queues for it. This severely enhances the attendee experience of your event.
With such advantages, it is definitely a good idea to invest in quality event check-in. All you need to check is that the software that you choose has all the correct features that you require.
Discover how Hubilo's Webinar+ can help you 2X your pipeline