If there are a large number of guests at an event, registration of participants requires fast data processing. With traditional paper lists, recording will take a very long time, and the image of the organizer's company itself may suffer as a result. Nobody likes to stand in line for a long time, so it's best to make the process convenient and interactive using dedicated tablet apps, allowing your staff to check in guests in just a few seconds, freeing up time to answer their additional questions about the event.
Unforeseen situations may arise with the list itself. In addition to registered participants, it is possible that those who are not on the list will appear. They may have missed the pre-accreditation deadline or forgotten to confirm their participation, or they may have been invited as a “+ 1” by one of the guests, but their details were not provided. It is necessary to discuss in advance with the Client how the registration staff should act in such a situation and decide who has the right to admit additional guests and whether it is necessary to ask for additional information from them.
Random people may also try to enter the event. Their most common trick is to introduce themselves by the name of a guest who has not yet arrived, after seeing his details on the list. To avoid this, do not let anyone look at the guest list. For an added layer of security at your event, it is helpful to have a photo of each guest when using the interactive app.
VIP guests require special attention during registration. It is advisable that their meeting be handled by a separate employee who will be confident in the identity of such a guest and will be able to fulfill his possible wishes.
There are also specifics when registering press representatives. The list of invited journalists should be separate and, for greater efficiency, the media should be greeted better by the PR employees who were involved in their invitation and accreditation. This will allow you to personally meet representatives of the press and establish loyal relationships with them, which will be useful in further work on initiating publications.
If the event was attended by a journalist who was not on the list, be sure to write down his contact information so that you can track the publication that was published based on the results of the event. But perhaps a so-called “sandwich maker” has come to you, who does not plan to write material about the event, or he may not even be a journalist, but proudly shows his press ID, most often of an unknown and not specialized publication for you. To avoid “uninvited guests” you need to constantly maintain communication with colleagues from your industry, and have your own “black list” of the names of such journalists.
Handouts such as press releases and press kits may be given out at the end of the event to reduce registration time. And when organizing large-scale events where a large number of media are expected (exhibitions, conferences, congresses, forums), press passes are issued at the press service or the organizing committee of the event several days before the start and if there is a pre-filled application for accreditation.
All your efforts during registration may be in vain if you forget about the most important thing - welcoming guests should begin with a smile!
/ Prepared by: Yanina Volozina
