Event Experience

The 3 Do's & Don'ts of your Event Registrations and Check-ins!

Eventually Learning Team

"I don’t do great things; I do small things with great love.” – Mother Teresa

After countless days of planning and polishing your event executions, in the end, all that matters is the first impression you set on your attendees when they land on your registration webpages and offcourse how they interact with you on the day-of the event! Your online and on-site check-in processes can set the tone for your entire event experience and help you steal the show…

Hit the jackpot with these 3 crucial do’s and don’ts for your event registrations and check-Ins, and make your event a must-attend.

Do’s: Create the Perfect Event Registration Webpage and Form

Build a sense of urgency by reminding the attendees that your event’s early bird ticket prices would close soon, as shown above! The strongest points on your event registration page would be portrayal of your brand value, showcasing your unique selling proposition, along with relevant numbers and powerful testimonials.

Next comes in the CTA! Your Call-to-Action button could use contrasting colours and be at places in your audience’s immediate line of vision to attract more click throughs.  When dealing with tiered ticket pricing strategies, use past attendee data to customize ticketing options. This will impress the attendees and enable them to make their registration decision in one go.

When it comes to your event registration form, keep it mobile-optimized, and simply short and sweet!! Get your attendee nods by initially probing them for only must-have contact information. You can also personalize your registration form or make some form labels as optional to make your event registration process more effective.

What are the Don’ts?

  • Avoid making your event landing page cluttered – full of long content paragraphs and lots of text! Cut out the fluff to make your attendees convert faster. Also another red flag is the infinite page scrolls - absolutely omit it in case your event’s landing page.
  • If your event registration form is full of questions, the attendees might leave halfway leaving the registration incomplete. For this reason, remove unnecessary fields that force attendees for information. In addition, it is always wiser to avoid placeholders as well.
  • Refrain from using fancy fonts for your event registration webpage or your registration form - that are complex for registrants to read and take action.

Do’s: Make Way for Seamless On-Site and Online Event Check-Ins

Avoid the post-event attendee ranting and raving on social media, by making your on-site and online event check-in experience itself - quick and well-organized. Well begun is half done indeed! For on-site event check-ins, grant your attendees some super positive vibes by utilising the following event design & brand experience boosting check-in tactics:
  • Open up and start your event door entrance duty atleast an hour before the event for early event guest appearances. When you have attendees flocking at your event door, make sure you consider factors like the number of staff members & security personnel needed and their shift allocations, mapping varied VIP arrival timings and their specific door segregations and tiered wristband & badge distributions.
  • Move to an event check-in app to expedite the check-in process with singular swipes. Did you know the check-in app also accommodates for last-minute registrations and unexpected walk-ins? You can even sync your event app data with your CRM systems real-time!
  • Been through that endless event badge search to match the ‘present’ attendee names? Cut out the hassle by getting an on-site badge printing system on-board instead!
  • Given the pandemic circumstances, event organizers have taken safe check-in processes like duck to water – with QR Code based self-service kiosks, RFID technology enabled cards.
  • For online running events, use digital check-in solutions like zoom event links, virtual event helpdesk support and chatbots.

What are the Don’ts?

  • Choose your event check-in team wisely. Do not opt for volunteers who indulge excessively in side conversations and delay the attendee check-ins.
  • Don’t invite all your guests at the same time. Invite Sponsors, VIPs and special guests at different times to avoid overcrowding at the doors.

Choose the Right Team for the Check-in Process

Choose people who are competent while working with complex multi-step processes and have good customer service skills. Run a mock check-in process to find loopholes in your procedures like dealing with wrong registration numbers, unpaid tickets. Conduct roleplays of prospective attendees to perfect your check-in process! Make professionalism, positive disposition, eye contact and other soft skills a priority for your team. Your event check-in team should ideally consists of the following:
  • Those who run the door at your Event, along with your Event Security team.
  • Appoint staff who will guide the guests to the check-in area of your event. Hire enough check-in staff to stand at kiosks, process payments, handle on-spot registrations - to avoid long queues. You can also create a separate booth for unregistered guests. 
  • Place a unique ‘solution desk’ to address all attendee concerns apart from registrations and check-ins, and make sure your check-in team refers all event essential queries to your solution desk’s team.
  • Identify a runner/ runners who will guide the guests to their event tables and speakers to their green rooms!
  • Identify sales team members who can greet your guests and interact with them directly via app based push notification hints, real-time updates and SMS event notifications of prospect arrivals - to the sales team.

What are the Don’ts?

  • Don’t assign 2-3 prime team members for all event check-in tables. Assign team members to counters ‘function-wise’.
  • Don’t leave your event check-in team by themselves to handle contingency situations. Make sure you hire someone experienced to avoid and manage panic situations.

Build a Must-Attend Event

You can make easy & fast event registrations and check-ins a reality and set the right tone for your next event as well as set a stellar first impression on your event audience! Your positive event experience building will sure make your future events a must-attend for your attendees!

Frequently Asked Questions

What is RFID Technology? How is it useful for Events?

The RFID – ‘Radio Frequency Identification’ Technology includes two components – RFID Tags and RFID Readers. RFID tags contain chips that have event attendee information. These chips are embedded in event cards, badges and wristbands. The RFID cards can be tapped against scanners called RFID Readers for event entry, access control and cashless in-event payments.

What is in-event signage?

Event Signages are signs, symbols and designs that help the attendees navigate effectively on the event floor. Some type of in-event signages are pop-up displays, entry signages, wayfinding signages, floor graphics and in-event crowd control signs.

What sort of event registration questions can I ask my potential attendees?

You event registration form can include questions on contact information, dietary choices, accommodation preferences and payment avenues. Other important field you can include is the assent to send further communication emails to your prospective and present event attendees.

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