CHECK-IN PLANNING AND PREPARATION CHECKLIST

Events are all about adequate planning and preparation. We’ve made it easier for you with this checklist of things you need to keep in mind when planning your check-in process.

Considerations:

● How much staff do you need and when? If possible, plan for extra staff during peak check-in times.
● When should staff training take place? We recommend the day before.
● How many name badge printers do you need?
● Can your check-in staff use their own phones for checking in, or would you prefer renting dedicated check-in phones from Ticketbutler?
● Which devices will you be using to register new guests? Your own, or would you prefer renting computers/iPads from Ticketbutler?
● How will the physical setup of the check-in area be? The check-in area is your first line of defense, and you want to make sure it’s running efficiently. Draw out the area to ensure the best flow.

Practical preparations:

● Order lanyards and name badges
● Assemble your lanyard and name badge sets prior to the event
● Design your name badge label
● Prepare a link for registration of guests at the door incl. the information you need from the guests
● Send out invites and reminders for staff training.
● Inform your staff of the event’s unique Ticketbutler app PIN code. Consider writing it down on a paper slip and placing it somewhere in the check-in area for all staff to see.

On the day of the event:

● If you are using sticker labels, make sure to have a bin by each printer for the back piece of the sticker label
● Plug in the name badge printer. They’re mobile and go without power for up to 8 hours, but they print faster when plugged in.
● Set up an info desk for late-comer registration or for making amendments to registrations and/or name badges
● Make sure to test, test and then test some more, e.g. checking guests in and out and testing the registration link.
Hopefully, the above lists can help you prep like a pro for your event. Did we forget something? Then write to us at [email protected] and we’ll make sure to add it to the list!