There are so many factors to consider when preparing for any kind of social or corporate event, but there are some which, if you get them wrong, could ruin the entire experience for attendees no matter how well you handle every other aspect.
Obviously the food and decor are both critical, but one part of events that few put in the same category as those kinds of elements is the check-in process. However, it’ll be the first impression attendees get of your event and as NY and NJ event planners who’ve been in the business for years, trust us, you need to make it count. Read on for a few tips that can help…
1. Organization is everything.
While that may seem obvious to some, it’s important enough to bring up any way. The key to a smooth check-in process is organization, no matter the size nor scope of the event.
So, make sure you have enough space and signs directing people to it and to lines, use folders, put attendees names in alphabetical order, have enough people checking guests in, use check-in tools and technology if necessary, etc. The point is, you need to put in the organizational work as well as run through the process beforehand so that you can identify any questions or issues that could possibly arise.
Remember, your check-in will be the first taste attendees get of the event experience you’re trying to create for them and you don’t want to make the process stressful or frustrating as a result of poor organization.
2. Timing matters too.
We’ve been in event planning in NY and NJ for a long time now and one aspect of the check-in process that continues to get overlooked far too often, especially by people getting ready for smaller events, is the timing, but it matters.
For instance, sometimes it’s crucial for attendees to arrive at specific times and in cases like those you need to make sure that the check-in area is ready for arrivals nice and early for those guests who didn’t want to take any chances and you may want to keep it open for a while after the start time for late arrivals.
If it’s a bigger event like a corporate conference or something of that nature, on the other hand, you may want the check-in zone to be open throughout the entire day since it could be impossible or at least very challenging to deal with all the attendees at once. You’d be better off giving everyone a wide range of time to arrive so that they trickle in and things stay manageable.
3. Set the tone.
Unless you make the check-in process really smooth, people will likely have to wait a minute or two—hopefully just one or two—to enter, and that’s okay, but that’s a minute or two you could be using to set the tone of your event.
So, if you have some type of theme, introduce it to attendees in some way during check-in, or play some music or provide some other form of entertainment. The point is that doing what you can to take attendees’ minds off the fact that they’re waiting and to start setting the right tone during the check-in process is the perfect way to get people in the right mood and get things off to a great start.
The tips above are just a few of the things you can do to make your event check-in a little smoother and, hopefully, a little more memorable because, remember, it’ll be the first impression guests get of your event experience and you need to make it a good one.
About Us: Absolute Events by Corrine is a full-service meeting & event planning company in New Jersey. Whether they’re corporate or social events, destination or local, Absolute Events by Corrine does it all so that our clients can be guests at their own events.