An event usually requires months of planning, from choosing the best speakers to employing an ideal event marketing strategy and selecting the perfect venue. But no matter what, managing your attendees on the day of the event remains of utmost importance. To welcome and impress your attendees, you need to have a smooth check-in system that’s better and faster than the fussy pen and paper check-in method.
An event check-in app is what has been saving business events recently, so read on to find out what it is and why it is beneficial for your event.
What Is An Event Check-In App?
An event check-in app helps you check in registrants for your event hassle-free. In addition, it streamlines and optimizes your event management strategy by keeping a tab on the number of attendees present for events, their real-time locations, and even the sessions they attend.
Even though a relatively recent addition, event check-in apps have quickly become an indispensable integration to any event management software for the smooth functioning of events.
How Does An Event Check-In App Function?
Switching to a paid or free event check-in app by doing away with the traditional pen and paper check-in method is a huge step. Hence, it is essential to understand how a check-in app functions before choosing the perfect check-in app for your event.
Every check-in app collects attendee details through three primary methods- scanning QR codes, simple search and check-in, and advanced means like using NFC tags or Facial Recognition. Entry through scanning QR codes is the fastest and easiest. Hence always go for apps that check in attendees this way.
Once the attendee has checked in, the event check-in app can also print the name badge for the attendee instantly. This removes the pain of pre-printing badges and searching through them when an attendee walks in.
Why Do You Need An Event Check-In App?
Now that you know what an event check-in app is and how it functions, it is time to delve deeper into why you need an event check in-app. Here are 6 ways in which an event check-in app can benefit your event:
- Enhances Attendee Experience
The mere thought of standing in long winding queues waiting to gain entry into events is exhausting. And, if you can save your attendees from that, there’s no better way to create a better first impression in their minds.
Choosing an event check-in app that checks in attendees through QR codes is the best way to do this. It allows attendees to register, fill up their profiles, design and print badges within the shortest possible time.
Contactless self-check-in and the ability to function offline are other must-have features you should look for in an event app. An event app with these features guarantees a safe, super-fast check-in for your registrants and thus enhances their event experience.
- The Greener Choice
An experienced event organizer like you needn’t be told about the amount of paper wasted during the planning and hosting of an event. A good proportion of this wastage happens when creating attendee lists, printing tickets, and badges.
With the introduction of an event check-in app, you can cut down paper wastage and printing costs! The on-demand printing feature, which prints badges only for attendees who are present, makes this possible.
Choosing this greener alternative also helps you deal with last-minute changes to the event attendee list with ease and flexibility.
- Gives Instant Data and Insights
How many attendees have checked in? How many are yet to arrive? Which sessions have the most attendees? These are some of the questions that run through your head during the day of your event. A pen and paper check-in method can’t answer these questions instantly, but an event check-in app can!
Using the event-check-in app, you can track real-time data and gain insights about your event. For example, you can follow the number of attendees who checked in to your event and the sessions each attendee is at.
The insights gained from these data can be used to give personalized email reminders to attendees who haven’t shown up for the event yet. It can also be used to make live decisions regarding your event like scheduling breaks, adjusting the air conditioning, and figuring out how to get attendees to visit areas that they haven’t visited yet!
- Treats Your VIPs Right
Do you remember the last time you and your staff waited impatiently for the arrival of a special guest? With an event check-in app integrated into your event management software, this will soon be a thing of the past!
An event check-in app notifies you when a special guest arrives at the venue. Hence you can focus on essential tasks related to events without worrying about missing the arrival of VIPs.
It also gives you the liberty to customize the list of people who need to be notified. This feature is especially beneficial if there are multiple guests and each guest has a separate set of staff to attend to them.
- On-Site Registrations And Payments
Allowing event registrations on-site during the day of the event is an effective way to increase event ROI. But manually handling both registrations and attendee check-in is an arduous task. And that’s where an event check-in app can benefit you.
Event check-in apps with registration & payment integration allow on-site event registrations to happen quickly and seamlessly by letting the attendees register themselves. In addition, If your event requires payment, you can collect the same through the check-in app during registration. The check in-app also allows your attendees to update their profiles and upgrade their badges if needed.
Thus, the check-in app allows you to manage new registrations flexibly.
- Less Staff, Greater Productivity
As an event organizer, you would probably disagree with the old saying,” too many cooks spoil the broth,”. And this is because you know that when it comes to organizing an event, no number of organizers is too much. There’s always so much work for your staff members, and that’s yet another reason why you need an event check-in app!
An event app that allows self-check-in requires less staff for supervision. This results in greater productivity as your staff can focus on other important tasks relating to your event. In addition, the live data collected by the check-in app further boosts productivity and saves time as the real-time insights gained through this require hours of work if done manually.
Conclusion
An event check-in app guarantees one single thing- a smooth check-in experience for your attendees. But the positive impact this single action has on your event engagement and event ROI is worthwhile. So, the next time you host an event, remember to integrate an event check-in app into your event!
Need help with your virtual and hybrid event strategy in 2022?
Speak to one of our experts today