Hardware & Logistics to Enhance Onsite Check-in & Registration Experience
Hardware and software are key factors in attaining speed and efficiency for onsite processes during events. Technology is not the only component to an event’s success though. There are other factors that can contribute to the registration process.
Let’s break down the hardware and logistics behind events supported by GEVME to find out what is done to enhance the event experience.
For GEVME to perform well during events, optimized hardware is required to support the software. Let’s take a look at what types of hardware will function well during events.
In terms of processing power and efficiency, laptops still reign supreme when supporting registration counters. It is both versatile and easy to use. In our GEVME setup, a laptop could act as:
- a print server (if printing is required onsite)
- a help desk / assisted counter
- or an onsite registration counter
These days, laptops are getting smaller and smaller. A hybrid laptop that functions like a tablet with a touch screen is making hardware even more mobile now. As such, it is always a mainstay in our onsite configurations.
Tablets are lightweight and portable, making it easy to carry around. When compared with laptops, tablets cost much less too.
We also found that tablets are best suited for remote locations far away from the main registration counters during an event. It is ideal for checking in guests for the following activities (but not limited to):
- Threads in conferences
- Status of an attendee’s swag bag reception
Our software (GEVME Access) also enables these tablets to continue checking in guests even when the internet connection goes down. Data is stored on the tablets, and when the internet connection is back online, the tablets will synchronize the latest data with the cloud.
Printers & Consumables
A name badge is sometimes the focal point at events as it presents an attendee’s identity well. Ensuring the correct combination of printers and consumables is crucial.
The usual two printer types we use are:
The type of printing material:
- PVC card
- Sticker labels)
The additional material required:
- art cards
- photo paper
With a variety of variables to consider, ensure that your printer and consumables are compatible before the event.
Different paper will look and feel different from each other. Test using different paper materials to get the best results in terms of:
- Colour (saturation, hue and intensity)
- Clarity (smudging or blotting)
Check how wet the ink is after printing.
Test how long it’ll take to dry and how bad it smudges.
This will happen when the ink is too wet to take a definite shape.
You’ll know this when small fonts printed are illegible.
Nailing this balance of printer and material would ensure that you get the best prints and reduce waiting time (for your prints to dry).
Inkjet printers work best with certain paper materials. To bypass the need to worry about smudging, take a look at laser printers instead.
With hardware taken care of, what is the best way to setup the layout of your events?
How do you coordinate what needs to be done to ensure the success of your event?
Queues & Queue Posts
Queue management at events is of significant importance. It decides what your queues are used for, and also how you can prevent ‘herding’ of the crowd during peak periods. Without proper planning, layouts and allocation of queue posts, the end result might be a messy and uncoordinated event that would greatly dampen the experience for your guests.
To ensure your event’s success, you will need to define how many counters are required to serve the queues.
- What is the expected amount of attendees who might be waiting at any time?
- What is the rate of attendees being checked in?
Calculations are needed to determine how long a guest has to wait — if there is any waiting time at all. To speed the clearing of queues up, adding more counters will help.
Queue posts are then required to define the waiting area and queue layout.
In summary, here you need to consider the following when setting up your queue management plan:
- Figure out the type of counters needed
What are the guests queueing up for?
- Self check-in
- Assisted counters
- Self registration
- And more.
- Figure out how long the queues might be during peak periods
- Figure out how long each person in a queue has to wait
- Add more counters to reduce waiting time (e.g. onsite registration counters)
- Introduce other ways to offload the main counters (e.g. onsite registration)
- Make it easy for guests to register via their smartphones using QR codes
The QR codes can redirect to the event’s registration landing page
- Trim down questions on the registration form to speed up the onsite registrations
To help you with setting up the queues, here are some examples of queue layouts set in place for GEVME-supported events::
Single Row Configuration
Placement and configurations help to ensure the efficient use of your event venue’s floor space. A single row configuration, one of the most common event configurations, is best suited for small-to-medium events where the flow of guests is not heavy.
The single row setup is mainly used at main counters (assisted counters / helpdesk) because:
- Staff can store supplies behind them
It could be consumables, lanyards, kits, swag bags etc.
- It is visually intuitive for attendees to find the main counters
The island setup maximizes the use of floor space as guests could approach the island counter from any side.
For example, if you use a square island, you will have 4 counters as you have 4 sides.
It is ideal for self help / self check-in counters. Another benefit of this setup is the minimal use of manpower. You only need one event ambassador to manage each island, giving your staff more time to interact with attendees.
Now that you understand how the hardware and logistical setups work with GEVME, let’s take a look at the equipment needed to power GEVME Onsite. The amount of equipment is dependent on the unique and individual specifications your events require.
Here are 5 templates for you to estimate the equipment you will need based on 5 different event sizes.
Optimize your hardware and logistics to bring the best out of your events on event day. With these guidelines and tips presented, experiment to find out what works best for your own events with GEVME Onsite.
One thing is for sure, with an integrated event technology solution for onsite, you can depend on tech to offload a significant number of responsibilities to focus on the actual event experience.