How to effectively manage attendees at your Conference, Event or Meetup
Learn how to effectively manage attendees on arrival and during your conference, event or meetup.
Effectively managing attendees arrival, queuing
Attendee check-in and badge printing is a crucial part of your attendees experience. A poor experience on entry can affect the attendees overall view of your event. Long queues, unclear entry routes and hard to find ticket information are key issues that effect many events.
A simple but effective solution is to use something like Badgy’s “Welcome email” feature. This sends an email to attendees in the hours prior to the event start with all the information they need on the venue, entry and also a copy of their ticket QR code. Sending this email just prior to the event is simple but the time savings are large when multiplied across all of your attendee check-ins.
Similarly we suggest the use of signage at the venue asking attendees to have their QR code ready for scanning. Scanning a QR code is around 10 seconds quicker than a name lookup, depending on event size, per attendee.
Queue structure is another key design choice for your event. At Badgy we have found that queues for registration and badging work best when there is a single volunteer/staff member checking-in attendees per badge printer. This allows for each print station to match the flow of attendees coming toward them, it also means the next badge printed is for the next approaching attendee.
A separate queue should be provided for attendees with ticket issues or requiring changes. This allows for the other queues to continue to process attendees. Without this you can suffer from unnecessary backlogs in your queues from 1-2 simple attendee queries.
Finally the physical distance between check-in and badge collection is an important consideration. Allowing a 5 meter gap for example will allow for the badge to print and be prepared for the attendee. This also keeps the queue moving, without such a gap attendees can end up stacked behind each other once more post check-in, again it detracts from the seamless experience you want to give your attendees.
With Badgy.app, you can quickly check-in your attendees and print their badges without complicated workflows or expensive hardware.
In event attendee management
Many events offer workshops and talks but few effectively capture that information. Some venues will require that certain rooms capacity be actively managed. Having a system like Badgy which can allow for per workshop/talk attendee scanning can be a big help. You can actively manage attendance numbers, capture attendance for later review and also verify access levels if required. The setup is simple, create a scanner, set a capacity and begin scanning.
Badge design also plays a role in effective attendee management. Quickly being able to decipher access levels of attendees and even staff members can be very helpful. You can explicitly add the ticket type to the badge itself, colour lanyards accordingly or you can encode that information in their QR code.
Your choice as to which of the above you want to use will be dependant on your event and how much you might want to spend. Lanyards may need to include a sponsor logo, so you may be forced to keep a single colour or for example you may not want all attendees to each others access level.
Why Use Badgy.app for your event?
- ⚡ Instant badge printing – Print badges on-site as attendees arrive, with no bottlenecks.
- 📲 Smart QR codes – Every badge can include a unique QR code, perfect for check-ins or lead scanning.
- 💰 Monetize sponsorships – Add sponsor logos to your badge, giving them visibility and creating new revenue streams.
- 📈 Lead capture – Vendors and sponsors can scan badges to capture and qualify leads, all synced back to your CRM.
- 🎨 Custom design – Fully customizable badge templates that match your event branding.
Print and check-in with Badgy.app
Badgy.app makes your events look and feel professional while opening new revenue and lead capture opportunities.
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