It’s important to plan every part of an event well in advance. Setting the date and booking the venue is usually the easy part – the real challenge comes when you’re gathering hundreds, or even thousands, of people in the same place at the same time. To stay in control, it’s a good idea to check in participants at the entrance, so you know exactly who has arrived.

1: Fast and easy check-in with the app

There are many ways to check in participants. Some use manual Excel lists, others borrow scanning equipment. But the most efficient way is to use a registration system with an app that scans QR codes.

When participants are checked in through the app, their status is updated and synced with the system. This allows several helpers to register attendees at once – and you can follow along in real time. Still, even with a good tool, you need a solid plan for how the check-in will be managed when large numbers of people arrive.

2: Remind participants about the check-in time

Participants have a lot on their minds before an event. They might be navigating public transport, finding parking, or travelling with luggage and companions. All of this can be stressful. Some may even forget where their ticket is – Did I get it by email? Which email address did I use?

You can reduce stress by sending a reminder a few days before the event. Let them know that their QR code will be sent by SMS on the day of the event – this information can even be included in the confirmation email. Then, just as promised, you send a reminder SMS with the QR code about an hour before check-in. This can be automated in most registration systems. Just make sure the message is clear: participants need to have their QR code ready at check-in.

3: Clear signage and on-site information

At a large conference or concert, people gather from all directions. There might be several entrances and multiple paths to the main area. Participants should be able to quickly see where to check in – and where to find things like toilets or refreshments. Use signs, have helpers available, or send out a venue map beforehand. Posters or flyers with the event schedule can also be useful.

If you have printed materials or digital screens on-site, include the event QR code so attendees can scan and access the schedule and practical info directly on their phone.

4: Make sure you have enough people for check-in

If you’re registering thousands of people, you need a good check-in strategy. The most important factor is having enough staff. Some choose to hire external help, while others have their own team available. The more queues and check-in staff, the faster it goes.

If everything runs smoothly, you can estimate around 7.5 seconds per person when using a QR code app. With 2,000 participants and 10 helpers, you could check in everyone in about 25 minutes. Just make sure all staff are trained in using the app, are logged in, and have the organiser’s contact info in case they need help.

Using external check-in staff? Give them access to the Pindena Innsjekk app by assigning them the “check-in” role.

5: Set up a pre-check station

Ten queues and 2,000 attendees can go smoothly – but things can also go wrong. That’s because each participant needs to have their QR code ready. To avoid delays, set up a checkpoint before the official check-in. At this station, additional staff can help anyone who can’t find their QR code, isn’t sure it’s correct, or has other questions. That way, check-in flows smoothly without interruptions.

6: Appoint someone to be in charge of check-in

If you won’t be monitoring check-in yourself, make sure someone else is responsible. This could be a team leader or a colleague. The important thing is that someone is clearly in charge and can make decisions if needed. They don’t have to stand at the check-in desk but should stay nearby, keep an eye on the process, and monitor participant status in the system.

Once everyone is checked in, you’ll instantly see who hasn’t arrived – making it easy to send a reminder or follow up.

Planning to check in participants at your next event?

Let us show you how easy it can be.

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