Gone are the days of papers, pens and clipboards and now’s the time to say farewell to long queues too. Meet the solution that businesses are using at meetings and events to save time for their customers and create a super smooth check-in experience for attendees. Interested? Then let’s get started by understanding: what on-site check-in is, in which scenarios you could be using check-in, and how it can also contribute to health and safety and keeping control of costs.
WHAT IS ON-SITE CHECK-IN?
Check-in uses new technology which replaces traditional methods of recording participants’ attendance. Check-in allows you to speed up on-site registrations significantly, handle food and drinks vouchers and track no-shows at events. Qondor users can choose between four check-in solutions: Wristband (RFID) check-in, QR Code check-in, Web browser check-in and now Mobile camera check-in (new in Qondor).
In Qondor, you can set up one or multiple check-in points for the event to track participant’s attendance at each stage of the event or to only allow specific categories to check in at a particular check-in point. Examples of check-in points could be: Arrival, Breakfast, Executives, Lunch, Meeting.
Screenshot from Qondor’s check-in page
You can also set up requirements per check-in point for access control to keep track of which participants are entering your event.
WHEN TO AND WHY USE CHECK-IN
Check-in is a great solution for any meeting or event, big or small, internal or external. Below are some examples of where check-in can be used to register participants’ attendance successfully:
Breakfast meetings
Attendees will be wanting to get to their morning coffee before their meeting begins. Using a check-in solution will allow for faster registration eliminating long queues. This means satisfied attendees as they experience how easy it is to get from entrance – to breakfast – to meeting.
Company events
This could be for instance, an employee appreciation event. There will likely be an event programme including timings for when guests should be present. For example, at an opening speech or for dinner. Check-in allows you to make sure that everyone is present and keep track of the time they arrive at each check-in point too.
Teambuilding events
Teambuilding events could include a range of activities or workshops. Again, these will include timings and may be pre-booked attendance. Your customer may want to know who turns up and when. Qondor check-in allows you to generate reports on those who have attended and those who didn’t – in real time.
Seminars and conferences
Seminars tend to keep all participants in the same space. You may only require one check-in point for this. Conferences on the other hand, typically consists of multiple sessions and may be in different rooms. Qondor allows you to set up separate check-in points for each session, as groups of participants might be attending different sessions.
Tradeshows
Tradeshows anticipates a large amount of attendees. Qondor check-in can handle an unlimited amount of check-ins per minute, ensuring a speedy process. It even works offline, so if you lose internet connection, there is no need to stop. Check-ins will be automatically synced when connection is restored allowing you to keep the check-in flow going.
Internal training events
Check-in is a perfect solution for internal training events. Egencia Norway, a corporate travel management company, use RFID (Wristband) check-in at their customer’s repeat internal training and development annual event. This event sees approximately 5,500 participants attend over the course of a few days and are all checked-in using Qondor’s RFID check-in solution.
MORE ON WHY TO USE CHECK-IN
Access control and security
As mentioned earlier, Qondor check-in allows you to set up requirements for access to check-in points to ensure that you don’t let anyone in without checking their admission. This can be particularly useful, for instance, at an event with high profile participants or guests. This is also beneficial in the case where you have a check-in point for a Bar serving drinks and need to ensure alcohol age legislations are being followed.
ICE and fire regulations
Whether it’s a fire drill, an evacuation or an emergency, you need an accurate way to keep track of headcount to be able to round up the participants. Using a check-in solution allows you to monitor who you have checked in. If someone has been checked-in by mistake or leaves the event earlier than expected then you are able to check them out with one click. This allows you to keep an updated list of attendees that are on-site.
Cost control for food and drinks
Every event has a budget and you or your customer may need to be conscious of cost control when it comes to food and beverages. Qondor check-in vouchers gives you the option of controlling the volume used and by which participants. This works by assigning a defined number of vouchers (stored either in the form of QR codes or wristbands) to participants for use on food and beverages.
Reporting and follow up
Qondor allows you to generate reports on those who have checked-in and no-shows in real time, so that you can follow up with attendees after the event. Along with this, you can segment participants and send emails or SMS per segment. This allows you to personalize communication, provide relevant information to your customer and analyse the success of the event based on attendance.
Branding
RFID wristbands can be personalised and printed with your brand and logo. This is a great way to reinforce your brand as attendees sport a wristband with your company logo on it during the whole event. This is also a convenient way for attendees to experience check-in, a better alternative to having to print or search for a ticket.
On-site check-in is not limited to the types of meetings and events mentioned above. The solution is flexible and can be used in most scenarios.
HOW DO I ENABLE CHECK-IN?
Qondor’s check-in solution works only with Qondor. If you are interested in learning more about how you can combine attendee management and check-in solutions in Qondor, let us know here.
If you are already using Qondor, and you want to know more about how check-in works, check out these resources. If you would like to discuss whether on-site check-in is suitable for your event, feel free to reach out and we’ll help you decide.
Ready to order?
You can submit your order for check-in here; the process is simple! We also offer a free one hour telephone introduction and training to businesses enabling check-in for the first time.
