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At a professional event, the participants first impression is the sign-in.

It is a very important step as it will form the participants’ first opinion on the quality of the event! What could be worse than an event where the check-in process is endless and burdensome?!

The participant’s experience must be flawless from the get-go: welcome, sign-in, registration, badge collection, entrance to the room, etc… This welcome ceremony must be efficient and fluid.

You must be asking yourself some questions at this point: how to organize and manage this critical phase with serenity? How to avoid disputes, queues at the reception desk, problems with badges, or loss of information? How can you set up a fluid welcome process that will impress your participants as soon as they arrive onsite?

We share a few best practices in this article.

Dematerialize the reception and say goodbye to long waiting lines

1) Pre-printing badges

Many event organizers still pre-print their participants’ name tags in advance, and it’s not a great idea!

There are basically no advantages to this outdated way of working. Pre-printing and organizing attendees’ badges takes time, wastes paper or plastic if there are “No-Shows” (which isn’t very eco-friendly), offers no efficient alternative to create an additional badge or modify an erroneous badge, and forces your host team to search for an attendee’s badge in the pre-printed batch of badges like a needle in a haystack.

Here are a few proven and recommended best practices by inwink for a quality welcome:

  • Automatically send badges to your registrants with registration confirmations well in advance of the day and encourage them to pre-print their badges themselves. Depending on the audience, a significant part of the participants will show up with their badges already printed. At the reception on site, you only must scan a QR code or sign in via the sign-in application.
  • Print badges on demand. Use a modern and efficient sign-in application, like the one from inwink, that allows you to quickly find the registrant by entering their first name, last name, or company. Confirm their presence and print the badge. In just a few clicks the matter is done!

2) Participant sign-in on a paper list

This method is still widely used: the reception team jots down the presence of a participant on loose sheets of paper that must then be collected and re-posted at the end of the event.

Omissions and data entry errors can occur. In the case of on-site registration, the rushed organizing team will simply write down contact information on a paper form or collect a business card (Again, outdated method).

Digitalizing the registration process is therefore imperative, and 2 scenarios are possible:

  • Self-service registration: Offer your participants the possibility to register themselves on a tablet or a self-service touch screen. The participant can scan their QR code and print their badge. This method is particularly suitable for events with large audiences, where registration must be very fast and automated.
  • Registration on list or scan: The participant presents their identity at the reception desk, a host/hostess registers them by a simple click in the app or a scan of their QR code and prints their badge.

Digitalize signing-in so you can focus on what matters: the event data

By equipping your reception team with an app connected to your event Back-Office, you can focus on communication and collecting participation data.

Here are some recommended usage scenarios:

1) Send personalized communication to the participant upon arrival

The arrival of the participant at the venue of an event can be an appropriate moment to send a personalized message or practical information: “welcome”, “discover the site map”, “check the agenda”, “check the schedule”, “download the mobile app”, etc…

The inwink platform allows you to configure an automated and personalized email notification = when a participant has been checked in.

2) Notify the team and partners when a participant arrives

Reserve a specific and personalized welcome for certain participants upon their arrival.

Program automatic notifications to inform your teams (sales, press, marketing, etc.) of important arrivals.

Using the platform’s Back-Office, your teams and partners will know if one of their guests is present at the event.

3) Measure how your welcome performs in real time

One of the performance indicators of your event will undoubtedly be the attendance figures.

With a powerful sign-in application, such as inwink Onsite, you’ll be able to:

  • Automatically generate participation reports based on your key indicators: total attendees, number of check-ins per minute, number of badges printed, number of registrants on site, total people in and out, etc.
  • Check participation data at any time: if the data is synchronized from the sign-in and scan devices (mobile or fixed terminals as with inwink), you can follow the data in real time on your dashboard in the platform’s Back-Office

Note: this feature is essential if your event must respect a maximum number of participants, due to health-safety measures.

  • Collect the sign-in data without any loss. An app like inwink Onsite, allows checks-in to continue even if the internet connection is lost. The data will be saved and synchronized as soon as the device reconnects to the internet.

Why should you have to wait several days to get a complete participation report?

A modern event-intelligence platform allows you to have this data available at any time!