The Case for Self-Service Registration

Every meeting wants to make a good first impression. Start with streamlining the registration process

Come the day of your event, attendees are buzzing—and likely bursting—through the entryway doors. And though the enthusiasm is exciting, a rush of guests can cause one of meetings’ biggest problems: long check-in lines. 

The good news is that there are many ways to upgrade the traditional check-in table to avoid such logistical issues. One of the most efficient: self-service registration systems.

Let’s look at airports, for example. Long gone are the days where passengers waited in line to collect their boarding pass from airline representatives. Now, people walk straight up to self-service kiosks, which can check in passengers, scan passports, verify personal information, provide necessary documents and more. 

The same kind of self-service technology can also improve meeting registration—though planners aren’t limited to kiosks (which can appear bulky and take away from décor in smaller meeting spaces). Radio-frequency identification (RFID) technology allows guests to scan bracelets or badges at entry and walk straight through to the meeting.

Besides eliminating check-in lines, here are three other perks of a self-service registration system:

A Better Attendee Experience

Every second attendees spend waiting in line is one less second that they could be enjoying the event. So, naturally, when you cut down on registration waiting time, you’re also giving guests more time to engage with your meeting, be it networking with other attendees, taking part in more sessions, learning about a new product and so on. 

Accurate Attendee Data … 

Bringing technology to the registration process, particularly RFID tech, can give planners clearer insights into the attendee journey, including:

  • When attendees arrive to the meeting and how long they stay 
  • Which sessions are most popular
  • Attendee behaviors
  • Traffic patterns
  • Overall attendance numbers

… With Better Data Security

With the influx of data that self-service systems can provide, they also offer the opportunity for planners to step up their data protection game. Unlike other registration strategies that require printed badges or other paperwork (which can open planners up to the risk of keeping attendee data out in the open, or worse, losing it entirely), self-service solutions come with built-in security processes to protect guests’ personal information. But remember: Under GDPR regulations, it’s ultimately up to planners to ensure that vendors working on their behalf are protecting attendee data accordingly, so make sure to vet all software security practices prior to the day of the event.