Choosing the right event check-in solution shouldn’t be a matter of guesswork. Your arrival moment sets the tone for everything that follows — brand perception, attendee mood, schedule adherence, data quality, even session capacity planning.
In this guide, we’ll compare technologies (QR, NFC, RFID, facial recognition, and check-in kiosks), outline a practical evaluation framework, and share a checklist you can use with any vendor.
Whether you’re hosting an 80-person training or a 5,000-attendee sports event, you’ll come away with clear next steps to deliver efficient check-in and a memorable check-in experience.
Why Arrivals Matter More Than You Think
A smooth check-in process reduces perceived wait time, lowers staff strain, and helps prevent downstream delays (late keynotes, crowded coffee lines, confused exhibitors). It also improves data integrity: clean arrivals data feeds your CRM and marketing automation, powers real-time occupancy views, and surfaces no-shows for instant follow-up.
In short, event check-in is no longer a “front desk task”; it’s a performance driver for the entire event.
Book a 15-minute demo to see your flow on friendlyway kiosks and tablets.
Technology Options at a Glance
Different events benefit from different mixes of tech. Most organizers now use a hybrid setup — mobile pre-registration plus on-site self-service — to accommodate both pre-registered guests and walk-ins. Here’s a quick comparison to shortlist the best fit.
| Option | Best for | Pros | Watch-outs |
|---|---|---|---|
| QR codes (mobile or print) | Small–large events with pre-registration | Low cost, fast to deploy, universal smartphones | Screen brightness/scanning issues; require fallback for dead batteries |
| NFC (tap) | Medium–large, repeat attendees or VIP | Speedy, durable cards/wristbands, intuitive | Card provisioning, hardware cost |
| RFID | High-volume, multi-entry venues | Fastest throughput, movement analytics, hands-free gates | Reader placement, privacy policies, tag cost |
| Facial recognition | Secured/VIP, high-touch experiences | Hands-free, wow-factor, very fast | Consent/compliance, lighting conditions |
| Self-service kiosks (with badge print) | Branded arrival, high walk-in %, ADA needs | Queue control, accessible, consistent UX, on-brand | Placement, power/network planning |
Most organizers pair a mobile event check-in app (for staff roving lines and VIPs) with check-in kiosks for consistent, scalable self-service and on-site badge printing. If you want the best event check-in experience for large flows, kiosks + QR pre-reg is the proven formula.
Build Your Evaluation Framework
Use the following criteria to evaluate any check-in solution, including friendlyway’s platform and hardware. Treat it like a scorecard (1–5) so you can compare vendors apples-to-apples.
1) Throughput and queue control
- What peak arrivals per 15 minutes can each station reliably process?
- Typical benchmarks with QR + kiosk: 35–55 guests per kiosk per 15 minutes (higher with RFID).
- Can you add or remove stations on demand? Is there a staffed “assisted” lane?
2) User experience (UX) and accessibility
- Does the flow work in 2–4 taps, with large, legible buttons and multi-language support?
- Are screens ADA-friendly with appropriate height and angle? Are audio prompts available?
- Can you customize on-screen branding, sponsor messages, and dynamic wayfinding?
3) Badge printing and materials
- Single vs. double-sided printing, on-demand personalization, lanyard or clip preferences.
- Media stock and jam handling guidance; spare printers and media inventory plan.
4) Integrations and data
- Two-way sync to CRM/marketing automation and event platforms.
- Real-time APIs or webhooks for arrivals, no-shows, and session check-ins.
- CSV fallback for small teams and last-minute imports.
5) Security and privacy
- Role-based access, SSO/IdP support (Okta, Azure AD).
- Data residency and retention policies; DPA (data processing agreement) availability; consent capture.
- Device management and kiosk lockdown to protect attendee data.
6) Reliability and support
- On-site, remote, or hybrid support during doors-open windows.
- LTE failover, offline modes, and queue messaging if connectivity dips.
- Clear SLAs and issue escalation paths.
7) Total cost of ownership
- One-time costs: hardware, setup, template design, shipping.
- Recurring costs: licenses, SMS/email credits, and on-site support.
- Transparent pricing for last-minute changes (extra kiosks, after-hours support).
The Event Check-In Process: A Tiered Model That Scales
A dependable event check-in process follows a simple tiered model:
- Pre-event
- Registration and confirmations with embedded QR codes.
- Reminder messages that set expectations (“Have your QR ready. Kiosks available for walk-ins.”).
- Arrival
- Line-of-sight signage that splits traffic: Pre-registered (Scan & Go) vs. Assisted / Walk-in.
- Staff with tablets using the event check-in app float the queue to help VIPs or fix edge cases quickly.
- Self-service check-in kiosks
- Scan QR, confirm profile, accept policies, optional photo capture, print badge — done in under 20 seconds.
- Kiosk UI in multiple languages; ADA positioning and headphones for audio prompts.
- Exception handling
- Walk-ins: quick form, badge template auto-applied.
- Name not found, duplicate, or payment required: auto-route to a staffed station.
- Post-check-in
- Real-time dashboards show arrivals, dwell time, and capacity by zone.
- CRM updates trigger welcome texts, app login instructions, or sponsor offers.
This model ensures efficient check-in even as volume fluctuates and creates a consistently excellent check-in experience for every attendee persona.
Two Real-World Scenarios (And What to Deploy)
Scenario A — 1,200-attendee conference, 60-minute arrival spike
- Setup: 8 kiosks with QR + badge print, 2 assisted stations, 2 roaming staff on tablets.
- Why it works: High throughput, clear laneing, instant badge print, and minimal staff.
- Nice-to-have: Sponsor loop on kiosk attract screens; SMS welcome with Wi-Fi password on tap.
Scenario B — 200-person training day, mixed walk-ins
- Setup: 2 kiosks with QR, 1 assisted station, 1 roaming staffer.
- Why it works: Cost-effective, friendly human touch, tidy data for certifications/reporting.
- Nice-to-have: NFC cards for repeat learners to speed day-two arrivals.
Event Check-In Ideas to Improve Outcomes
Small optimizations compound quickly. Try these event check-in ideas to improve throughput and satisfaction:
- Pre-arrival nudges: Send a “2-step arrival” email (QR on top; “Watch for Pre-Reg lane” below).
- Queue signage: Overhead banners + floor decals so attendees self-sort well before the desk.
- QR brightness tip: Add an on-screen prompt: “Increase screen brightness for faster scanning.”
- Badge logic: Automate badge color/role based on registration data to avoid manual sorting.
- Service recovery: If a line builds, deploy tablet staff to scan people mid-queue and print at kiosks.
- Accessibility first: Reserve a low-height kiosk and clearly mark it.
- Post-event hygiene: Auto-export final arrivals list; tag no-shows for warm follow-up.
How to Compare Vendors (And What to Ask)
When you evaluate event check-in software, push beyond feature lists. Ask to see your flow — with your data and badge design — running on real hardware.
Demo checklist
☐ End-to-end flow in under 20 seconds (QR → confirm → badge)
☐ Assisted flow for walk-ins and payment required
☐ Multi-language toggle and ADA considerations
☐ Printer changeover and jam recovery in under 60 seconds
☐ Real-time dashboard with arrivals/no-shows and export options
☐ SSO, roles/permissions, and audit log
☐ LTE failover demo or offline mode explanation
Security & compliance
☐ Data retention window and deletion mechanics
☐ Consent capture and privacy notices in the kiosk flow
☐ DPA, subprocessor list, SOC/ISO posture (as applicable)
Commercial clarity
☐ Line-item pricing for hardware, licenses, and on-site support
☐ Peak-hour staffing plan and named contacts
☐ Turnaround times for last-minute changes
Where Self-Service Kiosks Shine
If you expect lines, have complex badges, or need on-brand arrival screens, check-in kiosks are hard to beat. They deliver consistent UX, reduce human bottlenecks, and double as digital signage for schedules, sponsor messages, and wayfinding. Paired with mobile scanning by staff, kiosks give you the best of both worlds: self-service speed plus human problem-solving for exceptions.
friendlyway’s portfolio includes compact counters and full-height kiosks, each designed for stability, accessibility, and 24/7 operation. Our event check-in software is based on the general visitor management platform, allowing you to repurpose hardware for lobby check-ins between events.
Costs and Budgeting: A Quick Framework
A clear budget keeps stakeholders aligned and prevents surprises.
One-time
- Hardware rental or purchase (kiosks, tablets, printers, scanners)
- Template design (badge + kiosk screens) and configuration
- Logistics (shipping, on-site setup/teardown)
Recurring
- Software licenses and add-ons (SMS, email, on-site support)
- LTE data plans for failover
- Optional integrations and custom reports
Rules of thumb
- Plan for 1–2 kiosks per 150 peak arrivals per 15 minutes with QR pre-reg.
- Keep one spare printer for every 4 active printers.
- Budget for a quick-response support window during doors-open hours.
Measure What Matters
Don’t stop at “it worked.” Track:
- Average check-in duration (goal: <20 seconds for QR + print)
- Peak queue length and time-to-clear
- Pre-reg vs. walk-in ratio (shift 10–20% to pre-reg with better reminders)
- Badge reprint rate (signal of data or printer issues)
- Data completeness (e.g., phone, company, consent captured)
These metrics help you iterate and prove the ROI of event check-in improvements to leadership and sponsors.
Explore hardware to match venue layouts and branding.
Putting It All Together: Your 9-Point Buyer Checklist
Use this to drive your selection and keep teams aligned.
- Expected peak arrivals per 15 minutes
- Pre-registered vs. walk-in split
- Badge printing needs (single/double-sided, roles/colors)
- Integrations: CRM/MA, SSO/IdP, data export
- Accessibility requirements and multi-language UI
- Staffing plan (self-service vs. assisted) + training
- Connectivity plan (Wi-Fi/LAN/LTE failover, offline mode)
- Security: consent, retention, roles/permissions, audit log
- On-site support window and escalation contacts
friendlyway: Built for Arrivals That Impress
If you’re evaluating check-in kiosks and a modern check-in solution that scales, friendlyway combines robust software, elegant hardware, and on-site services:
- Branded kiosk flows with multi-language UI and ADA-friendly ergonomics
- Fast badge printing with role-based designs and smart reprint handling
- Real-time dashboards for arrivals, no-shows, and capacity
- Secure platform with SSO, roles/permissions, and privacy controls
- Flexible integrations with popular tools and systems
- Remote support tailored to your peak arrival windows
Whether you need a nimble setup for a training roadshow or a full-scale deployment for a flagship conference, we’ll help you orchestrate the right event check-in — from planning to power-on.
FAQs
An event check-in app equips staff to roam lines, handle exceptions, and VIPs quickly. Check-in kiosks deliver predictable throughput, brandable screens, and on-site badge printing. Most events use both for the best event check-in coverage.
Yes. Hybrid setups are common: QR for the majority, RFID for premium access or multi-day events, and kiosks for consistency and badge print.
Shorten the path to badge (<4 taps), improve wayfinding signage, and pre-register attendees with QR codes. Add a spare printer and enable LTE failover to avoid avoidable slowdowns.
It centralizes arrivals/no-shows, triggers real-time updates to your CRM, and supports privacy-aware consent and retention, turning arrivals into actionable data.
