WordPress Event Ticketing

Whether you're hosting a music festival, a large conference, or a small workshop, the last thing you want is a bottleneck at the check-in gate. Long lines can frustrate attendees, cause delays, and create an overall negative experience right from the start. Fortunately, tools like the Checkinera apps—both mobile and web—can help streamline your check-in process, making it fast, efficient, and stress-free for both your team and your attendees. In this post, we'll dive into some practical tips on how to optimize your ticket check-in process using the Checkinera app, as well as highlight the benefits of setting up multiple check-in gates and devices, and discuss other smart tweaks to improve the overall experience.

The power of multiple gates and devices

Distribute the load

One of the most significant advantages of using multiple check-in gates and devices is the ability to distribute the load across several entry points. This simple strategy can drastically reduce wait times. Imagine a scenario where you have a single gate and a single device; every attendee has to queue up at that one location. However, by setting up multiple gates, each equipped with its own device running the Checkinera app, you can manage the flow of people more effectively.

Each gate can handle a specific group of attendees—VIPs, general admission, staff, or media—so you’re not only speeding up the process but also making it more organized. Plus, with multiple devices, even if one malfunctions, the rest can still keep the process running smoothly without causing a complete halt in check-ins.

Leverage flexibility of having mobile check-in system 

The operating word here is mobile. Just think about it: you have ticket check-in system that you can move around anywhere. Whether you're using iOS or Android, the app allows your staff to move around, catering to different parts of the venue or even stepping into the crowd to start check-ins early. This mobility is perfect for large venues where attendees might be spread out, or in situations where the entry point is far from ideal for queuing.

Multiple devices also mean that your staff can roam freely and still perform check-ins, reducing congestion and making the entire process more dynamic. For example, at a large event with outdoor spaces, you can have team members at different entrances or strategic spots where attendees naturally gather, thus preventing large groups from converging at a single point.

Seamless sync

Both the Checkinera app and the Checkinera web app offer real-time data synchronization, which means that all devices can share check-in information instantly. This feature is crucial when using multiple devices because it ensures that once a ticket is checked in at one gate, it can't be used again at another. This prevents ticket fraud and ensures a smooth check-in process.

Analyze and optimize

Consider the venue layout

The physical layout of your venue can make or break your check-in process. Ideally, your check-in gates should be positioned in such a way that they’re easy to find and accessible, but not so close to the entrance that they cause congestion. If possible, create a flow that naturally guides attendees through the check-in process without backtracking or creating bottlenecks.

For larger venues, it might be worth considering a staggered check-in process.

For example, different groups of attendees are directed to different gates based on their ticket type, arrival time, or group size. This can help prevent overcrowding at any one location and make the overall experience more pleasant.

Gate signs and staff training

Clear signage is essential for directing attendees to the correct gate and ensuring they know what to do when they arrive. Combine this with well-trained staff who can quickly assist with any issues or direct people where to go, and you’ll significantly improve the flow of your check-in process.

Staff should be familiar not only with the Checkinera app but also with the venue layout and event details, so they can answer questions and resolve issues on the spot. Regular briefings and practice runs before the event can help ensure that everyone is on the same page.

Murphy's law - be prepared

A backup plan

No matter how well you plan, things can go wrong—devices can fail, internet connections can drop, or unexpected surges of attendees can occur. That’s why it’s essential to have a backup plan. Make sure you have extra devices on hand, portable chargers, and even a manual check-in option in case your digital systems experience issues.

Also, consider setting up a separate help desk for troubleshooting, so that any issues can be resolved without holding up the main check-in lines. This can make a huge difference in maintaining the flow and keeping your attendees happy.

Test, test, test...

Finally, don’t underestimate the importance of testing. Before the big day, run through the entire check-in process multiple times with your team. Test different scenarios, such as peak check-in times, device failures, and internet outages. The more prepared you are, the smoother your event will run.

And next Tuesday, we're diving even deeper down the rabbit hole of check-ins so keep your eyes peeled for the next post.

Until next Tuesday...