Onsite registration and check-in: on top of making sure that the A/V is connected, the session rooms are ready, and your speakers are on their way, you have to think about this too? A well implemented pre-event registration period combined with a well-prepared check-in and registration process will keep your participant intake smooth, and help to foster a positive first impression of your event.

A poorly planned or executed onsite registration could put the successful opening of your event at risk. Attendees tend to arrive in waves, with one of the largest waves crashing in right before the event opening. If your onsite registration is disorganized, your attendees will be kept in long lineups, leading to them possibly missing the opening ceremonies or their early sessions. This now-entrenched attendee dissatisfaction could colour your participants’ view of the entire event right from the moment that they arrive, particularly if they’ve traveled a long way to attend.

Onsite registration requires planning and resources. For a larger event, a single desk with a pile of badges isn’t going to do it. Here are the top five tips for a pain-free onsite registration:

1. Set up early:
Setting up a registration counter takes longer than you might think, particularly if you are installing things like badge printers. You’ve got to make sure that your supply shipment has arrived, set up your materials, test your network connection…the list goes on. Give yourself enough time to properly set up, so you don’t get caught unprepared when attendees start to arrive.

2. Divide up your counters by purpose:
It’s always a good idea to divide your onsite registration into a section for those who registered in advance, and a section for walk-ins. This way, the people who are just picking up their badges and materials won’t be held up by people going through the registration process onsite. Get a completely separate check-in area for your VIPs – registration lineups can be lengthy, and you might not want your speakers, executives, or high-level sponsors waiting for very long. For a small budgeted event get a separate counter for your VIPs; for a large-scale event, get a separate room entirely.

3. Maximize your work area’s potential: It’s always a good idea to have a set of tables behind your counter, so that you can set up badge printers, supplies, and workstations (your other events won’t wait while you’re tending registration for this one!). These back tables also come in handy for storing items under – extra boxes of tote bags, programs, and the like. If you do use the space underneath as storage, it’s a good idea to get the counters draped to hide your items. Of course, never leave valuables unattended at the counter, even if they’re hidden. As tight as security can sometimes be at public venues, undesirable elements are always finding new ways inside, no matter what city you’re in. Your venue will generally have a clause in the event contract stating that they are not responsible for lost or stolen items, so keep an eye out.

4. Assign line monitors: The longer the line, the more likely that your attendees will be in the wrong one! During particularly busy times, designate one of your staff members as a line monitor. Have them walk up the line, directing your attendees to their appropriate counter. Having someone spend a few minutes doing this will save your attendees an enormous amount of grief, and spare you the brunt of their anger.

5. Train your staff well: For larger events with multiple registration categories and complex procedures, remember to take enough time to be able to train your registration staff on policies and procedures. An untrained clerk can hold up the process significantly. Place the most trained staff at the onsite registration counters – they’ll have to deal with the nitty gritty of your registration procedures. Staff the pre-registration counter (badge and materials pick up for those who pre-registered before arriving) with the people who are friendly, but perhaps less intimately familiar with things like registration categories and pricing.

With a bit of planning ahead, and appropriate resource allocation your onsite registration process will be unhindered by major blockages, and your participants will be able to move ahead with the event in no time.

Top Five Tips for a Pain-Free Onsite Registration and Check-In

Top Five Tips for a Pain-Free Onsite Registration and Check-In

Top Five Tips for a Pain-Free Onsite Registration and Check-In

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