Registration and Check-In Innovations

 

Registration and Check-in is the first touchpoint of an event for attendees, and thus, a critical part of the overall conference experience. Long lines, manual paperwork and complicated registration procedures can be frustrating enough before an event even begins. 

Today’s registration and check-in is a tech driven innovation that makes the process faster, more secure and super efficient. Today's solutions can help event organisers improve attendee satisfaction, decrease admin overhead and offer a smooth entry.

1. Websites to Register

Paper registrations from the old days have mostly given way to online registration systems. You can register on any computer or smart phone. Participants will select sessions, workshops, meal preferences and networking activities as part of registration. 

Pay securely online, get automatic confirmation and print your tickets instantly. This will mean less work for the organisers and will mean it is easier for attendees.

2. Read QR Code

QR codes are one of the most popular inventions to check in event. During registration participants will be assigned a unique QR code in the email or mobile app. 

So when guests come to the event, the event staff can easily scan the code and verify that they are registered and let them in. No printed tickets required, waiting time massively reduced. QR code check-in also reduces errors and allows event organisers to track attendance in real-time.

3. Check-in Restrictions

As more attendees are requesting safer experiences at events, contactless check-in is now the norm at many conferences. Attendees can register by scanning QR codes, tapping digital event badges or using NFC-enabled smartphones without any physical contact. 

Contactless solutions are increasing hygiene standards, reducing queues at registration desks and enhancing the arrival experience for participants.

4. Self-Service Kiosks

Many conferences now have self-serve kiosks for check-in. Staff will be available in the registration area to assist attendees with the following:

• Scanning their event registration confirmation
• Printing their event badge
• Updating their registration information
• Receiving event information

Kiosks cut down on lines, speed up check-in and allow your event staff to assist attendees rather than doing administrative work.

5. Face Recognition Software

Facial recognition is being adopted by some large conferences and corporate events to speed up identification. 

Registrants submit a photo and then automatically verify their identity on arrival. The newness means quicker entry and more security with no unauthorised entry. 

Facial recognition is very good but the organisers will have to respect the privacy laws and get the permission of the people attending.

6. Mobile Event Apps

Mobile event apps have become common in managing conferences. With mobile event apps, conference attendees will have access to:

• Digital passes
• Event notifications
• Custom agendas
• Personal profile updates
• Check-in and registration functionalities
• Event schedules
• Venue maps

Conference managers can update attendees using mobile event apps by sending out notifications and reminders for each event session.

7. RFID & Smart Badge Technology

Badge cutting-edge technology makes attendee tracking and access control easy. The smart badge technology makes access to restricted areas and workshops as well as cashless transactions easy. Conference managers can also get feedback on their conferences by using the RFID technology to track attendee engagement, session choice, and networking engagements.

8. Monitor the Players in the Game

Modern check-in technology gives managers insight on an up to the minute basis about attendees that have checked-in. 

“Live” dashboards show the exact moment attendees arrive and help managers determine when and if space is reaching full occupancy. With check-in technology, managers can adjust plans as needed to mitigate potential bottlenecks or to improve workflows.

9. Automatic Badge Printing

Computer automated check-in technology prints badges as attendees check-in. These badges can contain data such as:

• Names
• Companies
• Access levels
• QR codes
• Networking information

On-site badge printing helps check-in speed without sacrificing professional quality. Printing badges onsite also eliminates traditional manual badge printing errors.

10. Data Security and Data Protection

Personal data collection occurs on digital registrars, and thus attendee data must be kept safe. Secure payment gateways, encryption, multi-factor authentication, and an effort to comply with relevant Data Protection legislation are a few methods of safeguarding attendee data. Privacy policies also promote confidence with participants.

Conclusion

Efficiency has been significantly improved for both attendees and planners thanks to the advances in technology for the check-in and registration processes. 

Incorporating data security features and seamless experiences, such as online registration, QR code check-in, self-service kiosks, and RFID technology, reduce wait times and improve the overall experience.