Onsite registration is the first point of contact when guests arrive and sets the tone for the guest experience for the rest of the event. Organizing the registration desk and flow in an intuitive way will be key in avoiding long lines and confused attendees. There should be plenty of signage that designates a specific area for event registration as well as a logical progression of the registration process. Map out this flow ahead of time and make sure your event staff know where to direct attendees after each step of their registration process.
When planning the guest registration process, consider the following:
- Plan to have a minimum of one registration staff per 75 guests
- Have a clearly marked sign indicating where your registration area is or have it positioned in a visible place for easy guest access, such as near the main entrance
- If you have a large number of guests registered, split the registration area across two tables, one for last name A-L and the other for M-Z, or more groups if the event is very large
- If you are tracking guest attendance, have a sign-in sheet to track unexpected guest attendance
- If the event is paid, have a way to safely collect credit card information for unexpected guests
- Depending on the event, items to create in advance and hand out at registration include (as applicable):
- Dietary restriction cards
- Centerpiece cards – if you are giving away centerpieces at the end of the night, this will allow select guests to take one home
- Table cards to indicate where guests are seated
- Consider using Eventbrite for onsite digital check-in
- Have a plan in place to resolve issues or concerns that might come up such as where to send unexpected media or how to deal with upset guests, etc.