Insights with Dr. Data – 6 research-based practices to improve your event’s check-in experience

When talking to new clients, the first questions are often very similar:

“How do we speed up the Check-in Process?”

“How do we reduce or eliminate the long lines at Check-in?”

“How long does it take you to print a badge?”

While Capture has consistently developed software and invested in hardware to optimize the rate of check-in, there are always preventable impediments to the process. Because of this common concern, we’ve spent a large amount of time combining the forensics of check-in data with the years of personal experience supporting check-in desks to understand the best process. In this article, we’re going to focus on some of the most important factors that can influence your check-in speed.

Please Note: Not every Check-in Experience is intended to be the same. Every event has it’s own levels of priority, typically between speed, security, and design. This article focuses on different processes that can influence each of the aforementioned priorities, but may not be compatible with your process. If you have questions, we’re always happy to address them by emailing or clicking the contact us form.


Expedited Check-in

A common practice that’s been used for years, providing your attendees or guests with an Express Confirmation Email containing a QR code can shave valuable seconds off the time it takes to check-in an attendee. Supplying visible signage instructing attendees to have their QR codes ready and sending the emails out each morning to attendees who haven’t checked-in are important for this process to truly help. When an attendee walks up to the Check-in Area, their Express Confirmation email should be near the top of their inbox, ready to be opened and scanned at the desk, kickstarting the badge print process.

Check-in Control

Similar to dinner reservations or covid-era activity scheduling, Capture Check-in Control allows Event Organizers to send an Express Confirmation that requires the attendees to schedule an available timeslot for their check-in. Once they select a timeslot, they’ll receive an email with their QR code at the beginning of their window to check-in, providing the attendees a personalized experience and helping event organizers limit the typical peaks experienced at the check-in desk. This process also helps Event Organizers manage their staffing requirements at the check-in desk, designating the right amount of staff members based on the expected attendance for each timeslot.

Satellite Check-in

Many times, attendees are flying into your event from around the world. This rigorous travel often leaves them at the hotel on arrival day thinking, “maybe I’ll just get my badge tomorrow”; causing a major peak in traffic of these like-minded thinkers on opening morning. To prevent this, think about adding satellite check-in stations in the hotels you have room blocks in, giving your guests a convenient chance to check-in without walking to the venue just to get their badge. The attendees will appreciate this gesture, and so will the lines at main check-in/registration.

Facial Recognition

Looking to expedite check-in, but still maintain a high-level of security at your event? CaptureID can help verify the identity of the attendee approaching the desk and start the check-in process similar to an Express Confirmation without the attendee having to do anything, but arrive. In addition to the security upgrade, Facial Recognition can also provide a concierge element, allowing the staff member to greet the attendee by their name as they approach the desk.

Real-time API

While this is often out of the focus of your process when deciding on a registration system, understanding their API capabilities is important when providing an expedited check-in process. To simplify this subject, a slow or limited API can translate to long check-in lines if it’s not accounted for. Rest assured, Capture has a high level of expertise and experience working with many Registration Providers and we’re happy to consult with you about this topic.

Offline Capabilities

If you’re using a web-based or online application for check-in that doesn’t have full offline capabilities, you’re putting your event at huge risk of long lines if the internet goes down. An onsite check-in provider should be able to mitigate issues like this on the fly, preventing your lines from filing out the doors.