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3 event-check in solutions you need for safe hybrid conferences

Find out the best check-in solutions you can implement for safe and seamless hybrid conferences.

As vaccination campaigns advance worldwide, conference organizers increasingly regard hybrid events as profitable alternatives. 

In the hybrid format, event check-in is undoubtedly one of the chief priorities for conference planners. 

Indeed, delivering a smooth event journey for attendees is imperative, and it starts right from the moment they arrive at the venue. 

An event check-in that is seamless, intuitive, and safe is a basic expectation from attendees. If organizers do not carefully plan the process, it can frustrate attendees with long waiting times. 

Additionally, the pandemic is further accelerating event check-in solutions that are automated and contactless. Organizers need to minimize person-to-person contact, ensuring attendees stay at least two meters apart from event staff and each other. 

To create a smooth and contactless process, we recommend 3 check-in solutions you can utilize for hybrid conferences. 

Digital pass and QR code

ivent image digital passes and qr codesmicebook

One of the most widely adopted check-in solutions is a digital pass, including a QR code. 

Employing this technology, conference organizers can provide an encrypted QR Code for each attendee. It is individual and secure, making it impossible to check in with another person’s code. 

It proves valuable as a contactless event check-in solution, following the current health and safety protocols. With easy-to-use scanners, attendees can quickly enter the event, avoid queues, and respect social distancing. 

Importantly, conference organizers can deliver QR codes to attendees without difficulty, via email or on the event mobile app. Leveraging specialized hybrid event platforms, they can send personalized emails aligned with their brand identity and including check-in details. 

facial recognition - Image provided by IVENT

Facial recognition

Additionally, facial recognition is a rapidly growing event check-in solution in the industry. 

To check in with this software, attendees submit their headshot during the registration process or within their attendee profile. The facial recognition system analyzes the photo and converts it into biometric data. 

At the event, a camera scans attendees’ faces, and the biometric system matches the facial features stored with the live image. 

Distinctly, this check-in method enables a quick and socially distanced process. And, it enhances security, stamping out the problem of fake IDs and guests possessing other people’s invites. 


Self-service badge printing

Alternatively, some event organizers may still choose to provide physical badges for each attendee. 

In that case, self-service kiosks for badge printing are a fitting solution, being easy to set up and avoiding close contact with event staff.

Attendees’ badges are fully customizable, meaning you can add fields (e.g., name, job role, company) as you please. 

But how does the check-in process work in practice? 

First, event organizers set up self-service kiosks, including badge printers at the venue entrance. Subsequently, they can connect the devices to the hybrid event platform via Wifi or Bluetooth. 

As attendees arrive, directional signage or labels can guide them to these check-in stations. There, attendees scan their QR codes and get their badges printed instantly. 

Otherwise, organizers can provide NFC bands for attendees, bringing to life the event brand and enabling fast check-in. The wearable bands can be synced to the attendee profile, used to print badges, and check-in and out of event activities.

Either way, the whole process can be finished in a matter of seconds, reducing check-in time for attendees and saving staff costs for organizers. 


Ready to shift to hybrid but not sure how to do it?

Check out the Hybrid Shake-Up, and event delving into the world of hybrid event planning and featuring top experts in the field.


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