Event check-in at the door: a simple method

Why check people in

Without check-in, the number present is an estimate. The gap with the number registered can be large, and it determines what you pay for, what you order next time and what you report to your partners.

Check-in also gives a named list of those present. It is what lets you write a fair follow-up message, with thanks for those who came and a catch-up date for the others.

Prepare the list before the day

The day before, check that the list is complete: confirmed registrants, people on the waiting list who were called back, guests added by hand. In Carton Blanc, the list to check off opens on a phone.

Charge the phone and check that it gets a signal in the entrance hall. Keep a copy of the list, exported to Excel or printed, in case the connection drops: a backup costs one sheet of paper.

Organise the welcome

The queue forms in the first thirty minutes. A few organisational choices avoid it.

• One check-in desk per block of guests, split alphabetically when the list is large.
• One person dedicated to unexpected arrivals, away from the main queue.
• A sign with the name of the event at the entrance, so guests know they are in the right place.
• A smile and the guest's name said aloud: check-in is the first contact with your welcome.

Check-in, step by step

The guest gives their name; the person at the desk finds it and checks it off in one tap. If the name does not appear, they look for a similar spelling or the name of the person who invited them. If the person is not registered, the desk decides according to the policy you set before the event: accept within capacity, or send them to the waiting list.

Set that rule before the doors open and share it with the whole team. Improvisation at the entrance is the first cause of queues and tension.

After the event: making use of attendance

That evening, you have the exact number present and the list of absentees. Compare it with the number registered: the gap is your no-show rate, to be used to size the next event.

Two days later, the follow-up message goes out with one text for those present and another for those absent. Those present receive thanks and, if you have them, the materials; absentees receive a catch-up date.

Special cases

A few situations come up at every event and are easier to handle when planned for.

• A guest arrives with someone who is not registered: apply the capacity rule, with no debate at the door.
• A guest is registered under an address the team does not recognise: search by surname, then by company.
• A guest leaves and comes back: check-in is not repeated, it is already recorded.
• The connection drops: carry on with the backup copy and enter the arrivals afterwards.

Frequently asked questions

Do I need to print the guest list?

No, but a backup copy is prudent. The list opens on a phone and updates with each arrival.

How do I handle a guest who is not on the list?

Apply the rule set before the event: accept within capacity or send them to the waiting list. It is better to decide in advance than in front of the queue.

How many people do I need at the welcome desk?

One person is enough for a small list; several desks split alphabetically cut the wait on a large one.