Organizing a conference is a challenging task where every detail matters. The on-site participant check-in process is one of the key elements that can influence participants' first impressions of the event. But does the traditional approach to reception desks still serve its purpose? Let’s take a closer look.
Traditional Approach: Dividing Reception Desks
Many organizers still use the classic solution of desks dedicated to different attendance categories or divided alphabetically.
Advantages:
Order and structure Participants are directed to specific desks, which at first glance appears organized.
Quick service for known groups If most participants belong to well-defined categories, service can proceed smoothly.
Disadvantages:
Participant frustration New or uninformed participants may go to the wrong desk, which leads to redirection and extends service time.
Uneven workload Some desks may be overwhelmed while others remain unused.
No fallback solution If personalized badges are printed in advance, there are no duplicates to issue if a participant loses or damages their original badge.
Modern Solution: Universal Desks with Personalization
Thanks to readily available technology, organizers now have the option to use more efficient methods. Comprehensive event management tools like CONREGO enable on-site badge personalization and automated printing upon Attendee Check-in.
Advantages:
Flexible service Each desk can serve any participant, regardless of category or name.
Reduced wait times Participants don't have to find the right desk, speeding up the registration process.
Participant satisfaction Eliminating unnecessary steps increases service satisfaction.
Fallback solution Quick badge reprints for participants who request data corrections or lost/damaged badges.
Leveraging modern technology On-site badge personalization using label printers allows for quick and efficient customization to meet participant needs.
Automation of the process After scanning a ticket or entering participant data, the system automatically marks their presence and initiates the printing of a personalized badge.
Efficiency and time savings This eliminates the need to manually search for participants on lists, speeding up the entire registration process.
Intuitive operation The Check-in module is easy to use, so staff can quickly master its functions.
Disadvantages:
Hardware costs Printers, laptops, and QR code scanners are an expense. However, if you organize at least one conference a year, it's worth investing in this equipment.
Registration system cost A registration system is, of course, an expense, but it doesn't have to be high. Even CONREGO's quarterly plan offers all the features, so it's just a matter of how long you need the system.
How Does On-Site Badge Personalization Work?
Is it worth sticking to tradition when modern and easily accessible solutions offer so many benefits? The answer seems clear. With tools like CONREGO, you can make the check-in process for your event not only smoother but also more participant-friendly.
Try it for Free
Try CONREGO now and see how it can revolutionize the way you organize events. If you have any questions, you can always count on our support.
