The Decisions That Make or Break Event Check-in

New year! New budgets. New calendars. New events penciled in with optimism.

Everything feels possible… until event day arrives and reality hits at the check-in counter.

The long lines. The scrambling staff. The “Why is this taking so long?”

But in most cases, the real cause isn’t standing at the venue.

It was set in motion weeks earlier by a decision made during preparation. A form that collected too much data, a system that didn’t sync, a peak hour that wasn’t planned for.

That’s why this month, we’re zooming out.

In this edition, we’re breaking down how check-in success starts long before event day, and how early decisions at each stage add up to calm, confident arrivals.

Let’s rewind before the doors open.

In This Issue, We Cover:

• Spotlight: Step-by-step tips to plan smooth check-ins, from registration setup to post-event analysis. Plus, key decisions to consider at each stage.
• Fresh From the Pod: Ben Costantini explains why event success starts weeks earlier, and how exhibitors should rethink preparation time and ROI.
• Reads Worth Your Time: Learn ways to prevent bottlenecks at event check-ins, how QR codes make check-ins quicker, and the 12 best event check-in apps to explore.

Spotlight: Why Check-In Planning Starts Long Before the Event

By the time event day arrives, check-in isn’t something you’re fixing.

You’re seeing the outcome of the choices made weeks earlier, starting with registration (the very first touchpoint) and carrying through every decision made along the way.

That’s why this framework looks at key decisions to make at each stage, so everything runs smoothly long before your first attendee walks in.

Stage 1: Registration Setup

The form you build, the data you collect, and the tools you choose now will shape how fast people move through the door later.

• Keep forms lean: Every extra field adds friction. Fewer questions mean faster walk-ins and quicker badge printing on-site.
• Segment early: Use form logic or tags to separate VIPs, press, exhibitors, and general attendees upfront, so you’re not sorting it out on-site.
• Make sure your tools sync: If registration and check-in systems don’t automatically sync, expect delays. Pick tools that integrate or use one platform that does both.

Stage 2: The Week Before

By now, registrations are closed (or close to it), and this is your chance to pressure-test everything before the doors open.

• Do the math: Analyze registration data to estimate attendance and use the agenda to predict peak times. E.g., peaks at a food festival may happen 2 hours before a concert, not at opening. This helps plan the right mix of staff and devices needed.
• Test everything: Run a full check on scanners, printers, badge previews, and syncing. Fix issues now, not in front of attendees.
• Plan for failure: Have contingencies for Wi-Fi drops, failed devices, or printer jams. Offline modes and backups aren’t optional; they’re essential.
• Match digital to physical: If attendees are segmented digitally, reflect that on-site with signage and separate lines.
• Train for real scenarios: Walk staff through common problems, like walk-ins, scanning errors, and reprints.

Stage 3: The Event Day

Event day is when your planning pays off… or falls apart.

All your preparation leads to this moment, so it’s important to stay focused and be ready for anything.

• Manage your lines: Clear signage, visible line managers, and separate check-in flows for VIPs, exhibitors, and walk-ins keep things moving.
• Rotate your team: Fresh staff make fewer mistakes. Build shifts and role changes into the day to avoid burnout.
• Stay flexible: Peak hours come unexpectedly. Extra tablets, backup printers, or overflow lanes can save you when they do.

Stage 4: Post-Event Analysis

When the event ends, the work doesn’t.

The data you review now makes your next event smoother, faster, and easier to run.

• Audit your data: Review registration and check-in data for accuracy. Fix errors, gaps, and inconsistencies that could’ve caused delays.
• Analyze traffic patterns: Spot peak check-in times and late-arrival trends to staff smarter next time.
• Track no-shows: Look for patterns in who didn’t attend so you can refine event expectations and improve your registration process.
• Gather team feedback: They saw the friction firsthand. Their feedback is critical to improving event flow for next time.
• Evaluate your tools: Note what worked, what lagged, and what needs upgrading before your next event.

Here’s the complete checklist that brings every stage together, so nothing slips through the cracks before, during, or after event day:

️Fresh From the Pod: Exhibiting Is a Commitment, Not a Checkbox

Exhibiting at events often looks simple on paper.

Book a booth. Show up. Talk to people.

But in reality, it’s one of the most demanding channels a startup can invest in. It takes time, budget, and careful planning long before the event doors open.

That’s exactly what came up in our recent conversation with Ben Costantini, founder of Sesamers, a platform that helps startups choose the right B2B events and prepare well for them.

Ben believes early-stage teams underestimate the work that happens before the event.

The basic formula is: double the number of event days you’re exhibiting to get your minimum prep time. So a 2-day event requires at least 4 days of prep. Traveling or bringing team members? Apply an x2 multiplier for each additional factor.

Ben Costantini

Founder and CEO at Sesamers

He also shared a few other lessons for first-time exhibitors who want to drive real outcomes, without overspending:

• Focus on pipeline, not just presence: Startups should exhibit early, even before Series A. Not just for brand awareness, but to identify potential customers and foster real conversations that could lead to sales.
• Find formats built for startups: Events like startup villages, delegation booths, and shared spaces reduce cost while creating a fairer playing field.
• Make every hour count: Have a plan for before, during, and after the event. From training staff to following up on leads, well-planned execution matters at every stage.
• Swag + engagement = ROI: Use swag, especially wearable items like t-shirts or tote bags, as an engagement tool to attract people to your booth and boost brand recall.

Want Ben’s full checklist and ROI playbook for first-time exhibitors? Listen to the full episode on the Epic Events Podcast.

How Smart Events Create Real Business Impact | Ben Costantini | Epic Events by vFairs

Reads Worth Your Time

Still treating check-in like a last-minute task? These reads will help you take it off your pre-event planning checklist by explaining how to simplify check-in (before it becomes a problem).

• What’s the fastest and easiest way to check attendees in? Learn how QR code check-ins reduce wait times and keep lines moving.
• Want to avoid long lines and chaos at the door? This guide explains how to prevent bottlenecks at event check-in.
• Not sure which tool to use for check-in? Here’s a breakdown of the 12 best check-in apps for faster entry.

Here’s to running events that bring people together.

See you next month