Whether it's a concert or a long-awaited get-together with colleagues: Your stomach tingles and you're coming to a big event full of anticipation. After all, you've been looking forward to this event for a long time.
But the anticipation is clouded right at the entrance, because everything comes to a standstill: long lines, frantic searches for names on paper lists and annoyed faces. Oh no!
Why the check-in process is critical to the success of events
No matter how good the event may be... If check-in doesn't go through, there will be a negative aftertaste. After all, this is the first contact with the experience — and there is no second attempt to make a first impression!
A smooth process ensures satisfaction and sets the tone for the entire event.
With innovative tools such as self-service kiosks, QR codes and facial recognition, check-in is not only faster, but also less stressful — for participants and organizers!
Challenges with traditional check-in methods
Paperwork at the entrance, long waiting times and incorrect data make registration difficult. Such processes are not only inefficient, but can also have an extremely negative impact on the organiser's reputation. Everyone will always say: The event was great BUT...
How technology speeds up and simplifies the check-in process at an event
Innovative tools such as event check-in software enable fast and error-free processing. Self-service kiosks, QR codes, and facial recognition ensure efficiency and a seamless attendee experience.
4 technologies that are revolutionizing the check-in process:
1. Self-service kiosks for events
What are self-service kiosks?
These terminals enable guests to check in on their own, print name tags and retrieve relevant information — all without direct contact with staff.
Benefits for organizers and participants
Self-service kiosks speed up registration and minimize errors. Participants benefit from shorter waiting times and a user-friendly solution.
The result: Your team can focus even more intensively on guest services, provide a warm welcome — in short: take over everything that the machine cannot do. And so score even more!
Subtle nuances make the difference here: If check-in runs smoothly, all employees radiate peace of mind. And that is exactly what applies to the entire event — and its visitors.
Examples of successful assignments at major events
Fast forward: At conferences such as CES, one of the world's largest trade fairs for consumer electronics, organizers use self-service kiosks to efficiently register thousands of participants — with excellent feedback.
‍
2. Touchless check-in technologies
RFID and NFC: Efficient and hygienic check-in methods without contact after the pandemic
Touchless check-in methods such as RFID or NFC have become standard since the pandemic. They enable hygienic and contact-free processes — a decisive factor today.
RFID wristbands and NFC cards register guests simply by scanning. This technology saves time and avoids physical contact.
Combining contactless technologies with other tools
The integration of RFID technology with event check-in software enables a fast, contactless and precise check-in process.
Visitors receive an RFID badge or card in advance, which is automatically scanned when they enter the venue.
Of course, this saves time again, eliminates queues and reduces errors that can occur during manual processes.
At the same time, the software provides valuable data on the attendance and movements of participants in real time, which can be used to optimize the event process (see below).
This technology is particularly ideal for large events with a large number of visitors.
3. QR code-based event check-in
How does QR code check-in work?
This check-in technology is already being used at many major events — and is considered the Usain Bolt among check-in options.
QR codes eliminate manual registration errors and speed up admission enormously.
You will receive a QR code in advance, which will be scanned at the event. The process is fast, secure, and easy to use.
Benefits for event organizers and attendees
The QR code check-in Compared to other technologies, it offers an efficient, cost-effective and user-friendly way to manage the participants of an event.
The ease of use and quick implementation make this technology particularly attractive for events of all sizes.
Benefits of QR code check-in:
- Affordable and easy to implement: Compared to RFID or facial recognition, QR codes do not require expensive devices or complex infrastructure — which makes them particularly budget-friendly.
- Quick, contactless check-in: Participants can save their personalized QR code directly on their smartphones, which enables quick and hygienic registration without long waiting times.
- Real time data analysis: Organizers can gain immediate insights into the number of participants and their activities, which provides valuable information for planning future events.
- Flexibility and ease of use: QR code check-in is easy to handle and convenient for guests, as no physical tickets are required and access is simply via smartphone.
4. Face recognition technology for event access
Introduction to facial recognition for events
You are probably familiar with this technology from electronic passport control at airports: Participants are identified using biometric features. In this way, high safety standards can be met.
The technology is currently not quite as widespread as the QR code, but is also being used more and more around the world — particularly at major events that require quick check-in and high security standards.
Privacy and security concerns
However, this is where data security becomes a challenge — and your data protection department will sweat because, of course, the GDPR must also be complied with here.
And: The collection, processing and storage of biometric data is particularly sensitive and must comply with strict regulations.
Organizers must communicate transparently how and for what purpose the data is used.
Examples for use at large events
Companies like Microsoft use facial recognition at internal conferences to streamline the check-in process. European event organizers are currently even more reluctant due to data protection issues.
Real-time data analysis and its significance for the check-in process
How data analysis optimizes event processes
Food is becoming scarce? Or are too many visitors trying to get into the building via a specific entrance?
Real-time data is essential for major events these days, because it not only ensures that everyone has something to eat and drink — it regulates the flow of visitors so that you, as an organizer, can react immediately with announcements and help at critical points.
In this way, they make a significant contribution to increased security at larger events.
The local organization team can thus monitor the number of participants live, analyze trends and adjust decisions during the event.
Improving attendee experience through data-driven decisions
By evaluating check-in data after the end of your event, future events can also be specifically optimized, which leads to higher satisfaction.
For example, if it is determined that the majority of visitors prefer to check-in in the first hour after the event starts, organizers can plan more resources during that time next year. This minimizes waiting times again and optimizes service.
In addition, these data-driven insights make it possible to personalize the event.
With detailed information on guests' interests and behavior, event planners can create tailored offers and targeted interactions that increase participant loyalty and satisfaction.
Event planning tools such as evenito are ideal support for this.
conclusion
Modern technologies such as self-service kiosks, QR codes and facial recognition are revolutionizing event check-in.
They save time, improve organization and ensure a seamless experience — a clear win for participants and organizers alike.
.svg)
