Checking people into an event can be a pain if it’s not organized well. If you just manage it manually, things will get mixed up, and mistakes are likely to be overlooked. But, using QR codes is a fast and smart way to handle event check-ins, mainly when large crowds attend. They let people check in quickly with a scan.
In this blog, let’s look at why QR code check-in systems are good and discuss how to get them ready.
What Does A QR Code Check-In System Mean?
There were days when the only way you could watch a movie in theatres was after buying a paper ticket. No ticket, no entry. While that system still exists in many places, it has been replaced by QR code check-in systems to a large extent. Now, the code on your phone is enough to check you into an event. You go to the event, get your code scanned, and check in! QR code check-in systems are highly versatile. They can be used in a range of different events: corporate events, conferences, trade shows, and educational events.
How Does QR Code Check-In Work?
QR code check-in is not limited to simple scans. It’s a full-fledged system that improves your event check-in. Here are some steps involved in a QR code check-in. Through this section, you’ll be able to better understand how this system works.
Step 1: Setting Up Before The Event
It’s simple to set up QR code check-in for your event. When someone signs up, a QR code is made for them right away. Just make sure the event system you’re using pairs QR code check-in with registration. Depending on how you set things up, people can find their codes either in the event app or in an email. When they get to the place, their codes will be scanned. Or, to make scanning a piece of cake, you can print the QR codes on their name tags instead of having them use their phones.
Step 2: Implementing The QR Code Check-in Onsite
Getting a QR code check-in system going means first getting your scanning equipment ready at the location. That includes the phones or tablets you’ll use for scanning, and the apps on them. Next, train your staff members to man different check-in spots and scan the QR codes. Finally, always have a backup plan! What happens if the scanners go down? Keep a paper check-in system ready to go.
Step 3: Post-Event Data Study
QR code check-ins collect useful data for organizers, like real-time check-ins and engagement. You must make full use of these data points to draw helpful insights for your future events.
Why Opt For QR Code Check-Ins At Events?
Why not? You should ask. Why not adopt a hassle-free check-in system for more ease? QR code check-ins have quite a lot of benefits. Let’s walk you through some of them in this section:
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Quick And Efficient
What is the first reaction you want from your attendees when they show up for your event? Excitement, awe, surprise, amazement, right? What you certainly don’t want is them getting annoyed! A slow check-in process can do that. A complex and boring check-in system is an instant mood breaker. So, a QR Code check-in system is what you need. It is quick, efficient, and super smooth. Just a quick scan, and your attendees happily get to enter the event.
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Cost Effective
Getting a QR code check-in system for your event can help you save a lot of money and resources. How? First off, you get to say goodbye to paper tickets, registration sheets, guest lists, etc. This saves money. Next, as the system is fully automated, you get to use your team for other tasks. You don’t need a huge team manning the check-in table. Finally, an automated check-in system would mean fewer mistakes happening. So, you won’t have to spend more money on fixing manual errors. -
High Accuracy
It’s not that humans are completely inefficient and manual check-ins always fail. However, what one must understand is that a ‘human error’ in large-scale events can cost a lot. A small confusion in the guest list or accidentally misplacing someone’s registration details can lead to chaos. QR code check-ins prevent that. All the information is pre-filled, and it remains the same throughout the check-in process.
How to Choose The Right QR Code Check-In Solution?
Choosing the right QR code check-in solution for your event is an important step in ensuring your event’s success. Here is a list of factors that you should consider while making your choice:
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Feature Check: Your check-in solution should be able to perform a few basic functions. Think: making QR codes, connecting to your event registration system, and keeping up with a large crowd. It’s also desirable if it has bonus features, like face ID or analytics, to help improve the event.
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Grows with You: Whether it’s a small meet-up or a huge expo, the tool should keep up as more people show up, and still be fast and accurate.
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Adapts Well: Your check-in tool needs to let you share QR codes in a few ways: email, an app, or paper badges. Plus, it should work no matter how the event is set up.
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Cost Round Up: Besides the upfront cost, think about what else you will pay for with a QR check-in tool. What extra charges will there be? Maybe subscription costs, equipment costs, and training costs.
Closing Thoughts:
Want to make your event check-in easier? This blog provides you with the perfect solution for that. QR code check-in systems. They are fast and accurate. People just get their QR code scanned, and they’re in. To make sure everything goes smoothly, it’s vital to pick the right event check-in solution. Think about what features it has, if it’s affordable, if it’s scalable, and how well it can adjust to your needs.
