Registration Check-In Feedback
Hi everyone,
I’m new to an organization and they decided that they wanted me to handle event registration for an upcoming event with around 500 attendees. They already decided to pre-print badges, and they use a pretty outdated event portal that doesn’t allow quick look attended look-up. We also need to separate event speakers and advisees.
My current idea is to have a “pre check-in” on the first floor of the event space. Two staff members will have an excel sheet with every attendee, their status (whether they’re general, speaker, advisee, etc.) They can quickly search attendees as they walk in and let them know which registration lane upstairs they’re supposed to be in. If an advisee registrant walks in, they can give them a small paper that identifies them, then direct them to a general check-in lane (which I’ll explain later). If there’s an issue, they can direct them to the help desk early on.
On the second floor, we’ll have tables separated by last name (A-E, F-K, etc.), which will also be numbered. There will also be a separate speaker table. Each table will have the pre printed badges behind them that correspond with the last name grouping. Because the second floor is quite narrow, I’m worried that space will fill up very quickly, lanes will get messy, people will hold up lines out of confusion or other issues, etc.
The second floor check-in staff will use our normal event portal to formally check people in. They’ll hand them their badges, program, and other general instructions. If it’s an advisee registrant, they’ll hand staff the small paper they got from pre-check-in, which will allow the staff to give them additional instructions.
Is this a little too much? Or too many check points? Does anyone have advice on how to make this process very smooth and efficient? I’m worried because I’m new to the organization and they’re already handing off quite a large responsibility to me.