An Organisers Guide to Onsite Registration

Onsite registration can make or break your event's first impression - setting the tone for everything that follows. It's a critical part of your event delivery. Attendees arrive, get badged, and form some of their first impressions - while also capturing the data you'll rely on post-event. We've put together some simple steps to help you plan and deliver a smooth onsite experience.

We've delivered thousands of onsite events across the world, giving us the insight into exactly what makes onsite event registration work.

Remember, don't miss out on vital steps with online registration - read our Ultimate Guide to Online Event Registration.

Why Does Onsite Registration Matter?

It's the first onsite touchpoint of your event - attendees come to register or have their badges printed. They expect to have a smooth experience, with fast badging, great customer service and a positive first experience.

Well planned onsite registration can:

• Create frictionless entry
• Capture accurate data
• Set the tone for the rest of your event

1 Start with arrival strategy

Your arrival strategy and logistics sets the foundation for your entire onsite registration setup. This information will inform your provider exactly what you'll need for onsite registration.

Think about:

• Where is your event?
• What do you expect the overall attendance to be?
• How many people do you expect during the busiest hour of registration?
• How do you imagine the registration layout looking?

It's important to know these details as they will inform your registration setup, onsite resources, and staff required. Please note that different providers may require mandatory onsite support or training.

2 Think about the experience

Now, decide how you want attendees to register and check-in. Think about how you envision the process looking.

• What do you need on the badge?
• Do you want contact-free or manned registration desks?
• How will badges be collected, pre-printed or print on demand?

You can also use this stage to align with your event's wider goals and values. While not essential, additions such as sustainable badge materials, full-colour printing, or branded accessories can help elevate the experience and leave a stronger impression.

3 Plan the registration set-up

At this point, think about making a plan for the onsite setup. A well planned layout ensures that everything runs efficiently from the moment attendees arrive.

Consider:

• Where will your registration stations be located?
• Do you have clear signage for your registration area?
• Can you easily access power for your setup?
• Are there specific zones for different attendee types?

A clear and organised registration layout will reduce queues and create a stress-free arrival experience.

4 Prepare the onsite team

Make sure your team are prepared and briefed to help you get to grips with the technology, easily tackle onsite issues, and make the registration process smooth.

• Provide training for technology
• Highlight any common questions or potential issues
• Communicate any specific attendee or event requirements
• Establish clear communication channels for the onsite team

Keeping your team informed and aligned will help prevent onsite issues, and ensure smooth check-in from the moment doors open.

5 Test the setup!

Before attendees arrive, run through the full registration process to ensure everything works as expected. Every piece of technology should be tested pre-event, here is some of the things you might need to do:

• Test badge printing
• QR code scanning
• Internet connections
• New registrations

These quick tests can prevent any small issues from growing into a bigger issue during the event.

Our Top Tips - To Keep You on Track:

• Know your event - this includes industry, logistics, budget and requirements
• Book staff early - if you require agency staff secure them as soon as possible, consult with your provider to see what they offer and recommend
• Consider onsite support - do you need technical support to help manage registration and troubleshooting (this may be required by some providers)
• Define your add-ons - think about any extras you may need such as branded accessories or enhanced badging options
• Align with online registration - always ensure your online registration integrates well with onsite tech
• Keep in regular contact with your provider - it's important that everyone is on the same page, so regular contact with your provider will help you both stay up-to-date.
• Stay on track with our checklist - download here

FAQs About Onsite Event Registration

What is onsite registration?
Onsite registration is the process of registering and printing a badge for attendees on arrival at an event. Learn more about the basics of event registration.

How many registration stations do I need?
It completely depends on your expected attendee numbers, and the number of attendees arriving at peak times. We recommend you consult with a provider to understand exactly the setup you need.

Should I use pre-printed or print on demand?
We always recommend print on demand, which can offer flexibility if you need to update records. However, pre-printed solutions can be more cost-effective but require you to know exactly who is going to turn up. So, it's down to you and your requirements, many events choose a combination of both.

How can I reduce queues at registration?
Queues are influenced by many different factors, but the main way to manage queues is by having a reliable badging solution, supported by registration desks for any badge updates or new registrants. This helps people who are ready to be badged get straight through the doors, reducing queues for new registrations and enquiries.

How does onsite registration link to online registration?
They're two parts of the same process - online registration handles pre-event sign-ups and data collection, while onsite registration manages check-in and badging on the day. Find out more about our top tips for online registration.

What data can I collect from onsite registration?
Anything you'd like! Most events focus on the key data fields to be quick and efficient, but you can capture additional information if you need it for reporting or follow-ups.

Conclusion

To recap, onsite registration is a significant part of your event experience. It's the start of your attendee's actual event experience. By following the steps we've outlined, you can create a seamless experience for attendees and organiser alike, helping you achieve your goals.

Make the most of this knowledge by using our downloadable checklist.