Event check-in tips to improve attendee experience

Whether it’s a conference, trade show, or corporate workshop, here are a few key event check-in tips to improve attendee experience from the start and ensure a fast, smooth and hassle-free process.

Send a Pre-Event Email 

It’s important to let attendees know what to expect ahead of time. Send out an email with all the necessary information they need for their arrival, such as confirmation numbers or additional instructions regarding parking or transportation options. 

This will save them time at check-in and help minimise queuing. It also gives them an opportunity to ask questions in advance so that any issues can be addressed before they even get there.

Hire Experienced Event Crew  

One of the best event check-in tips is hiring experienced event crew to support you. Here at Silverback, our skilled teams can help set up registration desks, banners or props prior to the event with minimal disruption or stress.

Additionally, having friendly staff ready to handle any issues that may arise and assist at check-in on the day will help create a positive atmosphere right off the bat, so that everyone feels welcomed and comfortable. 

Set Up Self Check-In Kiosks 

Self-service kiosks are becoming increasingly popular in the events industry due to their ease of use and convenience. They allow guests to check-in without having to wait in line for long periods of time. 

They also eliminate the risk of lost tickets or duplicate entries, as each ticket is scanned only once by the system and cannot be used again. You can even customise kiosks with branding or signage related to your event – making it a fun experience for attendees! 

Be On Brand  

Speaking of, your brand should be present even in something as small as the check-in process – it’s critical to make sure that everything from signage and stage design to uniforms reflect your brand identity and message clearly. 

All these details will ensure attendees immediately get a sense of what kind of company you are when they arrive at your event space. This helps build trust between you and your audience, which can eventually turn them into loyal customers or business partners. 

Prioritise VIPs   

VIPs should always be given priority when it comes to checking into an event – after all, these are typically high value customers who may require special treatment or access privileges. 

This could involve express lanes for registration so that they can breeze through, or offering a glass of prosecco upon arrival – trust us, it will be appreciated by both guests and sponsors alike! 

Leverage Check In Technology   

Using technology such as QR codes or RFID tags can streamline your event check-in process and quickly verify each attendee’s identity, without having to manually scan tickets or enter information into databases – all while still maintaining security protocols.

This makes it easier for staff members who are responsible for operations during peak times by reducing lines and increasing efficiency overall! Plus, if you use mobile apps for check-in purposes, you can collect data about guests which can be used later on for marketing purposes or tracking attendance.    

With these six tips under your belt, you’ll have everything you need to make sure your next event check-in runs smoothly!

Get in touch
Want to get the job done right? Look no further than Silverback – we’ve got your event crewing needs covered. Our expert teams are ready and raring to go, so fill out our form or give us a call in one of six different cities –  Manchester, London, Birmingham, Leeds, Glasgow and Edinburgh.

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Libby NolanEvents Operation Lead
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Thank you for all your help on the Lush showcase this year, we really appreciated all your hard work and effort on site. All of your guys were a pleasure to work with."
Ian ChandlerDirector
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No need to thank us for the payment, we are happy to do so. We are fully aware of the importance of our relationship and the service you provide, and we look forward to working with you again soon.
Louisa Timms Head of Operations
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Our team really enjoy working with your crew as they are always helpful, hardworking and positive - not to mention able to lift amazing weights!"
Justin Watts Head of Production Services
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Firstly, just wanted to say thanks for the guys, they were great. A special thank you to say Danny and Simon were FANTASTIC taking nothing away from the other crew, but those two were unbelievable.”
Janice Hazeldine Account Executive
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I am so pleased to have had your guys on site today. They were very professional, and no job was too big or too small. They only stopped occasionally when I asked them to, as I felt they must need a break/drink but if I didn’t ask, I think they would have just carried on…… They were fantastic and couldn’t have been more helpful.”
David WaineManaging Director
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Thank you for your assistance this week. Your guys are a credit to your business, every member of our team cannot speak highly enough of them.”
James KetteringhamHead of Creative Events
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This was a large job with many elements changing on a daily and hourly basis. The communication and flexibility from you and your crew has been exceptional.

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