A smoother check-in starts before doors open.

Define what happens when someone arrives

Start with the guest journey. Does someone need to register, verify an invitation, collect equipment or wait for a session after checking in? Write the steps in the order a visitor will encounter them, and make the handover between stations explicit.

For the Perodua event systems showcase, Evenicode provided check-in, equipment rental systems and queueing systems. Brief connected activities together, then use your own visitor journey to decide which steps your event needs.

Give each arrival step an owner. The registration team should know who handles a guest whose details cannot be found and where to send someone who has already checked in.

Prepare the guest list and the invitation

Agree on the fields the team needs, the person who approves the list and a cut-off for changes before rehearsal. Review duplicate entries, spelling differences and any guest categories that change the arrival process. Keep test entries separate from the final list.

Confirm how each guest receives their QR code and what they should show at the entrance. Check the invitation on a phone as well as a computer. Venue directions, opening time and the correct entrance can be as useful as the code itself.

• Nominate the person responsible for the latest guest-list version.
• Decide how late registrations and walk-ins are handled.
• Agree which staff need access to guest information.
• Confirm what attendance information the organiser needs afterwards.

Give exceptions a clear place to go

Rehearse more than a successful scan. Try a guest who cannot find their code, a name missing from the list, a duplicate scan and a guest whose details need correction. The response depends on your event rules and the chosen system, so write it down before doors open.

If the space and staffing allow it, provide a visible assistance point for cases that take longer. Brief the host and queue team on how to identify that path. Avoid leaving the person at the scanning station to make every exception decision while the next guest waits.

Keep the language on signs consistent with the invitation. ‘Registered guests’ and ‘Registration assistance’ should describe actual paths that the team is ready to manage.

Test the setup at the venue

Confirm devices, charging, power, connectivity, table positions and the agreed backup procedure. If connectivity changes, the system's behaviour must be tested; do not assume an offline mode or automatic syncing is available.

Run a complete arrival with the equipment and staff who will be on site. Include the handover to a badge, equipment counter or waiting area where applicable. Review screen readability, device placement and whether the queue blocks another booth or entrance.

After the rehearsal, name the person who can approve guest-list changes and the person who handles technical issues. A short, shared run sheet is easier to use during a busy arrival window than several separate chat threads.

See the Epson check-in showcase for a real setup, or bring your arrival plan to our team through the event enquiry form.