With thousands of events under our belt and over 1 million checked in, we're confident we know everything there is to know about fast and efficient event check-in and we want to make sure you do to! Here's our Definitive Guide to Event Check-in, filled with best practices to get the most out of your digital guest list app! Happy Planning!

1. The Definitive Guide
to Event Check-In

2. !
As a guest list app we know a lot about
c h e c k - i n.
!

3. !
!
Check-in is the first thing your guests experience.
!

4. !
!
Check-in is not just a
insignificant
detail.

5. !
!
heck-in is key.
C

6. 8
!
If it goes poorly, you’re behind the 8-ball
and your event hasn’t even begun!
!

7. At zkipster, we know the check-in process
begins the minute you select your venue…
!

8. The key to being a great event
planner is having the ability to
really put yourself in your guests’
shoes, a great first place to start
is during the venue walkthrough.

9. Where will guests arrive?
!
How is the flow of the room?
!
Where will there be bottlenecks?
Ask Yourself Questions:
!

10. The most important question, though, is going to be:
Will I use a guest list app?
!

11. Your answer should definitely be yes
!

12. Guest list apps are
fast, secure and they
capture data.
!

13. Just think!
Average check-in time is approximately
2.5 seconds per person!

14. One hour before
the event starts
Before the Doors Open
meet with your
check-in team
to go over the guest
list app semantics.

15. Have one tablet device per 150 expected guests.
This will keep your wait times even lower.

16. Use our 4-letter Rule. Only search the first 4 letters of a person’s last
name, as that is all you need to check a guest in 2.5 seconds.
Silv ia

17. Use any extra columns
to your advantage and choose the
information you will be recording in
these columns wisely.

18. Some examples of column
titles are: VIP Access, Seat
No., Table No., Invited By,
Paid Unpaid, Dietary
Restrictions, etc.

19. ome up with internal codes or shorthand in
advance, to record as much important
information as possible.

20. Don't Forget.

21. Guest list apps can hold
much more information
about guests than paper.
Most of them can leave
notes for guests.

22. of the internal alerts
system. You can set it so
that when an important
guest arrives, people on
your team are notified.
Make
Use

23. !
have your check-in team go
into the field before they know:
Don't

24. ow to deal with event crashers:
H

25. Whether new guests be
+added
by staff
or only by approval

26. Where are the bathrooms and coat check located?

27. Make Sure
your check-in team is made aware of any
and all event specific procedures, like:

28. Whether
substitutions
can be made

29. !
Where to send
people not on
the list
!
!

30. Address
Persona
Non-
Gratas

31. If you’re worried about guest list security
always inform your staff to physically
keep the guest list to themselves.

32. It's human instinct that a guest will want
to lean over and look at the guest list,
themselves. Do not let them do this.

33. !
!
Many an event identity theft
has begun exactly this way…

34. Have someone on hand directing the
flow of guest or attendee traffic.
!

35. Give the people on your frontline
everything they need to succeed.

36. Every event planner wishes that, on game day, they could be
everywhere at once, but that’s not going to happen.
!

37. This is why the most important thing you need to do to
have a smooth check-in process is to have a properly
trained and properly equipped check-in team.

38. Equip your team with a dependable and easy-to-use
guest list app. Don’t have your staff searching
through pages and pages of names, wasting their
time and more importantly your guests’.

39. !
!
Do everything digitally.
!

40. Problems and questions to arise.
How you handle the situation is what’s most important,
and more like than not, it won’t be you handling it, it will
be your staff, so train and equip them well.

41. Click here to download the rest of the eBook
(You can thank us later)
!
1-888-ZKIPSTER (+1-888-954 7783)
sales@zkipster.com
!
Happy planning!