The event and meeting registration stage is so important in setting your event up for success. You don’t get a second chance at a first impression, so having the right event registration tools and processes in place is essential. 

The initial impression made on your attendees first day should be professional and positive. To make sure this happens, it is important to have a well-organized system for registration and check-in that allows for a smooth and speedy process. Even more than your event marketing, the face-to-face registration is what will form the first impressions of your attendees, and as the old adage goes one rarely gets a second chance at a first impression. So getting the planning and process right is essential. 

Long lines and wait times, as well as computer and informational errors often start the attendee experience off on a bad foot. This is where the right event technology can help. When paired with helpful and professional staff, software, printers, and kiosks can help make this crucial first step at your event a flawless and seamless one.

Key Questions:

When thinking about your onsite registration process, we ask our clients to think about three key questions:

• How are you reducing the opportunity for error?
• Are there enough options to reduce wait times?
• Are you tracking enough data at check-in?

More registration points, less lines

Provide an opportunity for attendees to check in and register themselves using automated kiosks near the registration desks. who are registered for the meetingAttendees have the ability to check their own data and print off any required materials. Accommodate late arrivals by providing kiosks that can accept all compliant payment methods. To make the self-service process faster, include registrant data from past events to reward returning guests.

• Kiosks at Airports or Train Stations – Setting up check-in kiosks at transportation hubs, like airports and train stations will not only register attendees but can also be configured to notify an attendee’s hotel that they have arrived in the city and are heading to the hotel, so corresponding room arrangements can be made. These kiosks can also alert shuttle services and inform drivers that their next client has arrived and is going to be shortly ready for pick-up. All of this will help make for a smoother registration process.

• Kiosks at Event Hotels – Self-check-in kiosks can also be set up at attendees’ hotels. These kiosks can be used to not only register or check-in attendees for the event but can also be used to print a visitor event badge to further minimize lines at the event.

• Kiosks at Parking Garages – At your event venue, another way to utilize kiosks to minimize registration lines and ensure a good first impression with attendees is to provide kiosks in parking lots or garages. To entice attendees to register at these kiosks you can provide discounted parking if they register for your event at these kiosks.

Print Attendee Badges Onsite

If you would like to be efficient with resources, printing badges and credentials when your event is taking place is preferable to doing so before the event. This way, your staff won’t have to search through a large stack of pre-printed badges and any necessary updates can be done on the spot..

Track Data

Use the data collected during check-in/registration to assess the most efficient way to manage the event. Track details such as the amount of people who utilized self-service kiosks versus those who checked in with staff, the number of people who registered last minute, and the peak number of registrations. This information can help ensure a smooth and successful experience for attendees..

Utilize a Mobile Event App

Attendees can utilize your mobile event app to register and check into your event. In fact, if you’re using a fully integrated event management software mobile event app, the check-in portion will be pre-loaded with attendees’ information, so they won’t have to re-enter their information during check-in.

Using a mobile event app during your onsite event registration also allows planners to stay in constant communication with attendees, which has been proven to be key in hosting a successful event and keeping attendees happy. Planners can use their mobile event app to keep attendees updated about registration changes, schedule changes, and more.

Add a Human Touch

Assign someone to be in charge of greeting attendees. This person can make sure that anyone who needs to check in has the right data immediately or that their phone screen is bright enough to scan their barcode. Furthermore, it’s always nice to give a personal touch to those who opt for the self-service option..

From making a professional and efficient first impression to helping you populate your email marketing lists with relevant attendee data, the attendee registration experience is both important and complex.

If you want to talk to an expert about how you can help improve your processes, contact an expert at Huddle