How a smooth check-in improves guest experience

Find out the 'must-have' features for an efficient check-in system

How a smooth check-in improves guest experience
ARTSVP guest-list view makes it easy to check in guests and see further info

When running a big event, it's not unusual for check-in to quickly become a bit of a logistical nightmare. No matter the planning, the attention to detail, or the forethought, unforeseen problems can (and will) arise; the key to confronting these issues are preparation and supportive systems.

But before we get to the details: is check in even that relevant?

We sometimes underestimate the importance of visitors' experience throughout the whole event: an event which begins with a streamlined, smooth access to the venue and give them a great first impression.

Big queues and long waiting time at reception? You probably got off on the wrong foot!

Smooth organisation and optimal use of a booking system can help art organisations providing excellent customers' experience from their very first steps.


Click here to find out more about ARTSVP check-in features.


Eye of the Collector first edition, Two Temple Place, September 2021, Check-in at the door from ARTSVP dashboard

Beyond facilitating the guests' arrival, an efficient booking and check-in system is also beneficial for your post-event activities as it will allow your team to easily track the event's attendance and to send follow-up emails after the event.

There are a few things to bear in mind when you are using an event management system:

  • Guest search

It might sound obvious and banal but make sure there's a way to use a search bar to look for your guests' names and find them in a few seconds.

  • Partial check-in

When a booking includes a group of people, the partial check-in can help you to track each guest's arrival since they may not arrive all at once.

  • Adding additional guests' names

If a guest booked for themselves and additional guests, it is important to have a way to easily add their contact details at the door if they are willing to.

  • Adding walk-ins and last minute bookings

Last minute guests are very common, especially in the art world, and you better have a quick way to record their entrance.

  • Real time live check-in across devices

Event check-ins can be quick and chaotic, and handled by several members of staff from different devices. In order to make sure that they can see their colleagues' updates and avoid repeating updates, real time check-in across devices is fundamental.

Front of house staff of Gloucester Cathedral using ARTSVP to check in guests during the Luke Jerram's Gaia Exhibition, October 2020

Before the event starts, make sure you've trained your temporary staff and volunteers. If you are using ARTSVP, give them access to the event page and set them up as 'Check-in only' members (sign in to your dashboard, click on the event page, then click on 'Access' at the menu on the right and you will be able to add their email addresses and set up their membership role).

Don't forget to have a desk or a designated person for walk-ins, last minute bookings, and guests who can't be found on the guest lists.

Woolwich Contemporary Print Fair, Edition 6, 11 - 14 November 2021, volunteers using iPads to check in guests from ARTSVP's guest list view 

With ARTSVP the check-in process is easy. Whether you're using our dashboard from iPads, pdf tickets or QR codes, our clients' front of house staff and volunteers at the door can check in guests simply and smoothly. If you are interested in ARTSVP and want to know more about our check-in features click here, or get in touch with us for more information.