Tips for a Smooth Check-in and Registration Process
This article provides tips for conducting a smooth check-in/registration process.
There are some decisions you need to make on how to prepare your guests for participating in your event.
There are two ways to accomplish registration and check-in of your guests. You can choose to do this at your event where you can personally check everyone in as they walk through the door or, you can encourage a 'Self-Check-in' environment where guests create a password to access the site before the event during this process they will enter their personal information including credit card information.
Here are a few tips to consider when preparing for a quick and smooth in-person check-in process:
1. Location, location, location!: We typically suggest you do your auction/event check in where your guests enter. This way all guests are given a chance to register and are prepared to bid. We find that it is much more effective to capture all guests and ensure that they have a bidder account created/paddle number assigned at one time in your main check-in area. Whatever you decide, make sure the station is a one-stop-shop!
2. Avoid “chit chat”: Though it's always considerate to greet your guests and donors if you're able, try to avoid “chit chat” at registration, this tends to create a separate crowd as people join together to greet each other. Save that for later, there will be plenty of time!
3. Use Laptops: Have your check-in staff use windows based laptops for efficient check-in and ensure they have all the training information they need to be successful. For Example: Login for the computer and/or WiFi login.
4. Get as much info pre-event: Minimize data collection by adding or importing your guests with as much information as possible, ask your guests to pre-register and, ensure your check-in staff/volunteers can type efficiently.
Here are a few ways to gather that info pre-event:
- Upload Contact List (Keep in mind, if you used our site to sell tickets and sponsorships, this step is unnecessary)
- Allow guests to register at time of ticket purchase
- Invite guests to complete registration for your Event
- Link Couples This will allow you to check in both guests at the same time, and assign one card for both constituent entries.
- Set guest bid numbers
5. Volunteer shifts: Make sure your check-in volunteers arrive 15-30 min before guest arrival and stay through the entire check-in time. Trying to retrain or switch out volunteers in the middle of check-in is not a good idea.
As mentioned before, the most important factor here is planning and preparation. Have a process identified and ensure the proper training of your check-in staff. It is of utmost importance for check-in staff to be able to type, make eye contact, and be friendly with your guests. Have printed check-in worksheets and table listings, so you are prepared for anything.
MaxGiving has many resources you can use to streamline check-in. For More information: Check-in and Registration