Attending events is supposed to be an exciting experience. Something you look forward to. A terrible check-in experience can ruin the mood of any event. Nobody wants to wait in long lines. These days, people expect events to be quick and painless. A fast event entry system is what you need for your attendees. In this blog, we’ll discuss one such system in more detail, namely, the QR-code event check-in system.
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Why You Need A Fast Event Entry System At Events?
KPI Depot says that a check-in waiting time that’s less than 5 minutes indicates event efficiency. Anything above that is an indicator of potential issues. Considering this, it’s clear that slow check-in systems are a bigger problem than we might think. Let’s look at some of the main issues with these systems and why a fast event entry check-in system is so important right now:
1. Long Waits:
In traditional check-in procedures, the average per-attendee check-in time increases manifold. As these systems are highly dependent on manual verification, long waiting periods are a given. Sometimes, a person’s name could be spelled wrong on the guest list, or a single digit in their contact number could be incorrect. There could be repetitive entries and a hundred other things that could make the attendees feel frustrated.
2. Confusing Lines:
If the check-in area is packed and messy, lines can get mixed up quickly. People won’t know where to go, which slows everything down. Even if one individual takes more time to check in, the entire crowd following him/her gets slowed down. In such cases, a high chance of bottlenecks and congestion emerges.
3. Unhappy Guests:
Badly managed and sluggish lines make guests feel frustrated. When they have a bad experience at check-in itself, they often tell other people, which can hurt your revenue and marketing efforts.
What Is A QR-Code Event Check-In System?
A QR-Code event check-in system is the ideal solution to the challenges explained above. It is a type of fast event entry system. It simplifies event access management and helps organizers manage big crowds better. A QR-Code event check-in system is pretty simple. It’s usually linked to the events registration platform. Once attendees complete registering for the event, they receive a unique QR code via text or email. They just show this code when they arrive at the event to check in. It’s scanned, and they are given entry. It’s one of the fastest and easiest event attendee check-in solutions.
How Does A QR-Code Event Check-In System Work?
Setting up a QR code event check-in system is pretty easy if you follow a few steps. To make things even smoother, it’s a good idea to go with a reliable event tech company like Dreamcast. Here’s how to do it.
1. Getting Ready
First, you need an event tech provider like Dreamcast that can create and scan QR codes. It should connect smoothly with your sign-up process, so everyone gets their own code automatically. For instance, if someone signs up through Dreamcast, they should instantly receive a unique QR code by email or text. This code links to their registration details, preventing any problems when they check in.
2. Creating and Distributing Codes
QR codes are easy to make, but think carefully about where to put them. Think about putting them on name tags, emailing them, or using your event app. Just be sure the codes are clear and easy to scan. Before the event, test everything. Try scanning the codes with several phones and tablets to make sure the data saves correctly.
3. Check-In Time
When the event kicks off, make sure staff are ready to help guests if they have trouble scanning codes or if the scanners aren’t working right. Have spare devices available to avoid long lines. Watch the flow of people. If many attendees arrive at once, open more check-in stations or adjust the line setup. It’s also smart to have a backup plan. If the technology fails, use printed lists or sign-in sheets to keep things moving. Dreamcast also provides self-check-in kiosks, which allow your staff to focus on other tasks.
Key Benefits Of A Fast Event Entry System
Event access management is key to creating a great first impression on your attendees. A fast event entry check-in system allows you to achieve just that. Let’s look at some of its key benefits in this section.
Speedy Check-Ins:
A QR code event check-in system cuts the clutter from event check-ins. If you’re expecting a lot of people, an on-site event check-in system maintains a great audience flow. People just scan and enter, which makes the lines faster. This saves everyone time and stress.
Safe and Contactless:
Since the COVID-19 pandemic, people are way more careful about staying safe when lots of people get together. A fast event entry system, like using QR codes, is a great way to check people in without contact and keep things safer. Dreamcast’s self-check-in kiosks are even better because people can do everything on their own!
Highly Accurate:
In traditional check-ins, teams check people in by following a complicated process. Let’s be real, hunting for names at the front desk or typing everything in by hand? Not a great way to start an event, and mistakes always happen. A QR code event check-in system eliminates all that mess. In a fast event entry system, each person’s registration information is tied to a unique QR code. When the staff scans the code, they immediately see the person’s details.
Data And Insights:
Using QR codes for event check-in is a great way to manage attendees since it gives you detailed reports. Using a QR code at events for check-in helps keep track of attendance and figure out if the space is the right size. Even if you use QR codes with badge printers or turnstiles, you can still keep track of everything. Dreamcast gives event planners different ways to use QR codes, so they can meet all their needs.
High Security
QR code check-ins help make things safer. Every guest receives a unique code that’s hard to copy or share. The system quickly scans each code, letting only the right people enter. This keeps out those who aren’t supposed to be there.
Easily Customizable
Dreamcast’s QR code event check-in solution lets you change your fast event entry system in lots of ways. You can, say, put your code on M-badges that you can customize. You can pick the size, colors, pictures, sponsor logos, and what info shows up on these badges. Also, you can tie up QR codes to Dreamcast’s other smart event attendee check-in solutions, like turnstiles and self-check-in stations.
Super Sustainable
When you think about an on-site event check-in system, you probably imagine stacks of paper, name tags, and ribbons. But a QR-code event check-in system changes this. It’s a very sustainable way to do things. From signing up to checking in, you don’t need to waste any paper. This cuts down on carbon use and appeals to guests who care about the environment.
Easy on the Wallet:
QR codes are way cheaper than paper tickets or fancy ticket scanners. You make them on a computer and send them out by email or through an event app. This means you don’t have to pay for printing or mailing, which helps keep your event budget in check.
High On Mobile Friendliness
Because nearly everyone has a smartphone now, QR codes are a natural fit. They work great with event apps and digital tickets, offering guests a simple, up-to-date experience— from getting your ticket on your phone to scanning it when you enter.
Best Practices To Set Up A Great QR-Code Event Check-In System
Let’s look at some of the best practices to set up a fantastic QR-code event check-in system:
Finding the Right Check-In System
You want a check-in system like Dreamcast that’s easy to use and works well. It should create and send QR codes to guests and then scan those codes when they show up. Quick scanning is super important so people don’t have to wait in line. The system should also save information quickly. A good system just makes things easier.
Multiple Check-In Spots
If you’re running several sessions, just put QR code scanners at every entrance. It will make check-in quick and easy. Figure out where and when you’ll scan tickets, and let your guests know. This helps make sure the event goes off without a hitch.
Get the Tech Ready
Your team will need devices that can scan QR codes easily. Like phones, tablets with scanning apps, or special QR code readers. Self-check-in spots that make QR codes right away can also be useful. Just make sure all your QR codes are easy to scan, so things keep flowing at the door.
Do a Test Run
Before you send those QR codes out, make sure you test them first. Sign up for yourself, grab a code, scan it, and see if the info saves correctly. Try it out as if you were a guest and a staff member to find any problems before the event starts.
Add Your Personal Touch
Add your logo or brand colors to the QR codes. It’s a small thing that makes the check-in area look professional. Plus, you have more control over who gets in, and your branding stays the same from beginning to end.
Wrapping Up:
Using QR code event check-in has become a must for any modern event. It helps you run a smooth, professional, and guest-friendly experience from the moment people arrive. When you pair a trusted onsite event check-in system with the right mobile tools and fast scanners, your check-in becomes quicker, cleaner, and far more reliable. These event attendee check-in solutions also help you collect accurate data and keep lines short, which makes a great first impression on your guests.
Keep following the best practices for QR code setups so your process stays strong. Adding M-badges for events can make things even easier for your attendees. As you improve your event access management, you make your event team less stressed and your visitors happier, which leads to a more successful event every time.
