In today's world, event organization is becoming increasingly convenient thanks to modern technologies. More and more organizers are abandoning traditional paper attendance lists in favor of participant management technologies that simplify the process. One such solution is the check-in feature from Gridaly, which significantly improves the management of participant attendance at workshops, sessions, lectures, and other agenda points during an event.

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What is event check-in?

The check-in feature is an innovative tool that, in its basic version, allows for quick and seamless participant handling at the event reception, confirming attendance, and issuing personalized event badges. For attendees, it’s a great convenience as they can efficiently confirm their presence using a QR code from their virtual ticket or the event app, without the need to show ID or print tickets.

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What is Agenda Point Check-in?

Gridaly's check-in has been enhanced with additional features, allowing organizers to easily confirm participant attendance at individual agenda points—workshops, sessions, panel discussions—while also monitoring attendance statistics.

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How does Agenda Point Check-in work?

Operating the agenda point check-in feature is extremely simple. Event staff download the Gridaly Check-in app on their smartphones, which is available for free from the App Store and Google Play. When participants arrive at the entrance of the room or location where a session is taking place, staff scan the QR code on their badge, and the attendance confirmation automatically appears in the system. There’s no need to manually enter information, which saves time and minimizes the risk of errors. If a participant isn’t registered for a particular session or workshop, a notification will appear in the Gridaly Check-in app after scanning their QR code, informing them that they cannot attend.

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Dispelling organizers' concerns

Check-in Technologies are Complicated and Hard to Use

‍Nothing could be further from the truth! Operating Gridaly’s check-in feature is intuitive and does not require specialized technical knowledge. Event staff simply download the app and scan the QR code, which allows for immediate verification and tracking of attendance in the system.

Implementing Check-in will Cause Queues

Our check-in technology has been tested at many events, including one with over 7,000 participants, where 12 check-in stations at the reception area never experienced any queues. The QR code scanning process is quick and efficient, ensuring smooth traffic flow.

Check-in Only Improves Efficiency without Adding Extra Value for the Organizer

Introducing check-in is not only about convenience but also a source of valuable data. Organizers can analyze which sessions and agenda points participants attended. This information is invaluable for sponsors, who, as sponsors or patrons of specific lectures or workshops, can use the attendance data to send personalized communication post-event or treat these participants as qualified leads.

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Why implement check-in?

Automating the participant handling process and managing their attendance brings many benefits. First and foremost, it saves time and reduces the number of errors resulting from manually keeping attendance lists. Additionally, organizers and sponsors gain access to valuable data that can be used to optimize future events and better understand participants' needs.

For participants, the check-in feature guarantees quick and hassle-free attendance confirmation without the need to stand in long queues, both at the event reception and before entering specific lectures or workshops. It also ensures that their presence is recorded, and they won’t miss any important sessions or workshops.

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Conclusion

Using Gridaly's check-in technology is a step towards modernizing events, automating event processes, and increasing efficiency in managing participants. If you want your event to be more professional and well-organized, it’s worth considering the implementation of this innovative feature.