Entrance logistics: here’s how to ensure a smooth start to your event

If you didn’t know by now, now you do: the first impression determines just about the entire experience! And that starts with the invitation to the event, after which the logistics of the entrance are the next important touch point is. The way your guests are received immediately sets the tone for the rest of the event. Whether it’s a smart check-in, preventing long waiting times or creating a welcoming atmosphere: it’s all about smart logistics, good preparation and planning. In this article we take you through how we ensure that the entrance to your event runs smoothly.

Smooth registration and check-in

In 99% of cases, we work with digital invitations. People receive a QR or barcode that they simply have scanned at the entrance. No hassle with paper forms, just hop, scan and through. Then, if the event calls for it, they receive a badge, wristband or other identifier, and can immediately enter the event. But even with such a quick process, you have to keep in mind that not everyone arrives neatly spread out over the walk-in time. Usually most of the guests arrive in the last half hour.

That’s why it’s smart to calculate carefully in advance how many people you can handle per minute and how many hosts or counters you’ll need. That way, you can make sure everything runs smoothly, even during peak times. It’s also helpful to know how your guests will come to the event. When we organize an event in North Amsterdam with Dutch Standard, we know exactly when to expect a bunch of attendees based on ferry arrival times. Of course, you can also take into account the times of public transport or shuttle buses and adjust your staffing accordingly. So a lot to think about in the logistics of the entrance.

How do you avoid long queues?

Okay, fair is fair: a little waiting time is sometimes unavoidable. And by the way, not a bad thing at all. It also gives a sense of belonging and “apparently this is a placet tob e for many. Fortunately, there are plenty of ways to speed up the process and make it more fun. For example, we often encourage people to come earlier by rewarding them with something extra like a goodie when they arrive before a certain time. Or we offer a special part of the program that already starts during the walk-in. This gives them that extra push to be on time and allows us to make registration run smoothly.

The entrance experience begins at the front door

So again: we believe, nay we are convinced, that the physical experience of your event starts at the entrance. Your attendees should therefore feel immediately welcome from the moment they arrive. It helps tremendously when they see that the process is smooth, that the line is moving along and that they are welcomed with a smile by knowledgeable staff.

Therefore, we make sure our people not only know how to quickly check someone in, but can also answer questions such as “Where is the restroom?” and “Do you know what time the last buses leave?” or “What time does that one session start?” That way, guests don’t have to search and feel comfortable and in good hands right away.

In addition, you can make the atmosphere of your event tangible even at the door by using thematic elements or even some entertainment at the entrance. Live music, atmospheric decoration, a hostess or host who starts a conversation with people or gives them a friendly welcome can make all the difference.

Clear communication during the event

Once your attendees are in, you’ll want them to stay on top of important information at all times. Think program changes, last-minute announcements or just a reminder about the start of a session. There are all kinds of tools available for this, such as event apps with push notifications, text messages or digital screens. But don’t forget that your hosts and day chairs also have important roles in communication. A well-informed team can really make a difference in how smoothly your event runs. It exudes that everything has been thought about and that you are ready for the event that people have cleared their calendars for.

We have extensive experience in optimizing event logistics, including that crucial and defining entrance. We know exactly how to ensure that your guests not only get in quickly, but also get a good feeling right away: we set the tone!