For your delegates, the check-in experience sets the tone for an event. For you as an organiser, it’s one of the highest-risk operational moments of the show. Expectations around speed, autonomy and reliability at registration are higher than ever in the busy world of conferences and networking, and queues less forgivable. The good news is that check-in has evolved rapidly. The most effective events are no longer relying on a single solution, but instead deploying layered, hybrid check-in models designed around throughput, flexibility and failure-proofing…
From desks to ecosystems: The hybrid check-in model
The dominant trend is a three-lane approach:
- Self-serve kiosks for pre-registered delegates
- On-demand badge printing for walk-ups, replacements and data fixes
- Staffed support desks for exceptions, VIPs and complex queries
Self-serve kiosks are now mature, reliable and widely accepted by UK audiences. When paired with QR-based confirmations or NFC wallet passes, they dramatically reduce staffing requirements and queue length during peak arrival windows. The key is volume: one under-specified kiosk cluster can undo all the benefits.
Best practice is to stress-test arrival data, model peak-hour demand, and over-provision kiosks by at least 20% for safety.
On-demand printing is now the default
Pre-printing thousands of badges days in advance is increasingly seen as wasteful, inflexible and risky. On-demand printing allows organisers to accommodate last-minute registrations, correct data instantly, and support personalised badge types without operational chaos.
A differentiator is printer placement. High-performing events distribute printers across zones (rather than centralising them), reducing congestion and creating redundancy if a device fails. Every printer should have a mirrored backup and a clear ‘swap-out’ process understood by floor staff.
Designing queues out, not around them
The most progressive organisers are no longer asking “how do we manage queues?”, but “how do we remove the need for them altogether?”
Clear pre-event comms play a major role: telling delegates exactly what to expect, where to go, and how long check-in should take reduces hesitation and bottlenecks. On-site, strong wayfinding, visible staff, and immediate problem-resolution desks prevent small issues from stalling entire lines.
Critically, check-in teams should be trained to pull delegates forward, not passively manage barriers. A roaming support model (staff equipped with tablets and portable printers) is increasingly common for VIPs and speakers.
Measure, learn, iterate
Check-in performance should be treated like any other KPI-driven system. Measure average check-in time, peak throughput, error rates and failure points. Feed those insights back into layout, staffing and tech decisions for the next event.
Fast, frictionless check-in is now part of the event brand experience. And in 2026, delegates will remember who got it right.
Are you searching for Badging solutions for your events? The Event Organisers Summit can help!
Photo by Spencer Chow on Unsplash
