Getting started with check-in planning

beamian solution allows you to use an intuitive technology to perform the visitor check-in in a less stress way, without spending time with badge stuffing, and reducing the waiting time of long check-in lines.

Based on our experience we can say that the visitor check-in stage of each event is unique. For this reason, planning and understanding the needs of your event's visitor check-in is a crucial step, as well as proceed with the simulation of the check-in process a day or two before the event.

Visitor check-in planning

First of all, bear in mind that beamian team is always available to meet in advance with the event organizing team and design the best scenario for the check-in stage.

Before you start installing the check-in zone or training staff for the check-in stage, you should answer these questions:

  • How many visitors are expected to attend your event?
  • How many visitors are pre-registered?
  • How many visitors are expected to register on-site?
  • Do you want to provide self-registration at the event?
  • Will all visitors arrive in a single moment? (e.g., if a conference that occurs shortly after check-in opening)
  • Are any peak hours expected at your event? If so, what are they?
  • How many entrances are there?
  • How many check-in queues should there be at the event considering the number of expected visitors (pre-registered)?
  • How many queues for registering new visitors on-site should there be?
  • Are there different categories of visitors (speakers, press, sponsors, etc.)? Should there be queues for each category at the visitor check-in?
Technology
  • Are there good network conditions?
  • Do you prefer to use laptops or mobile devices to register new visitors on-site considering the logistic-space of the check-in area?
  • Will you only perform visitor check-in? Will you print visitor labels and associate a smart badge to each visitor? Or all of these actions?
    • Will you need printers at the check-in stage?
    • Will you need smart badges at the check-in stage?

This type of responses will help you to define the number of staff required for the check-in area as well as the number of mobile devices for checking in visitors and registering new visitors on-site. On the other hand, you will also be able to make better decisions considering the peak hours of the arrival of visitors.

It will also be necessary to simulate the full check-in step, with the help of the beamian team.

Tips for preparing the check-in stage

  • Define a specific area at the entrance of the event dedicated to visitor check-in.
    • Signal the place as the visitor check-in area.
    • Have separate lines to spread visitors at the check-in (they could be separated by visitor categories (if applicable).
    • Add new lines for new visitor registration on the day of the event (if applicable).
    • Inform all visitors about the best way to check-in by sending out an email with step-by-step instructions for the check-in at the event.
  • Calculate the ideal number of staff teams.
    • If there’s a peak hour of 1000 visitors and a “no waiting line” objective, our recommendation would be to have an average of 15 staff members available during peak hour, based on the visitor's QR Code scan for checking in visitors.
  • Equipment installation
  • Staff briefing
    • Plan a briefing session to train staff to use the beamian system. (to check-in visitors and exhibitors and to register new visitors on the day of the event).
    • Allocate staff for this role, with a specific number of mobile devices (famocos or other mobile devices) to be used at check-in stage, apart from other places where staff will be needed.

You should read our articles on configuring the check-in area and staff training session.