How to make the door entry of your event as efficiently as possible?

Whether you’re organizing a festival, nightclub event, trade show, or museum, they all have one thing in common: you want your visitors to enter as smoothly and efficiently as possible.

Why is it important for your ticket buyers to enter your event easily?

The last thing you want as an organizer is for your event to start while dealing with questions from all directions and problems at the entrance that cause long queues and unhappy visitors. A smooth and quick entry process leads to higher customer satisfaction, directly reflecting on your event’s reputation. The better the experience, the more likely positive word-of-mouth will spread.

Additionally, a smooth entry process allows visitors to start enjoying the event sooner, increasing the chances of them spending money on food, drinks, and/or merchandise. In short: the faster visitors get in, the higher your revenue.

How can you prepare to ensure ticket scanning runs as quickly as possible?

Preparation is key to success. Start by outlining the following aspects for each event:

• How many visitors do you expect during a specific time frame?
• Within what time frame do you want all visitors to be inside?
• How many staff members do you have available for entrance management?
• What potential issues might arise?
• Do you have sufficient equipment?
• Are there VIP guests, suppliers, or exhibitors who need a separate entrance?
• Is your entrance indoors or outdoors, and what is the weather/season?

Steps to prepare for event door entry management

Separate entrances or lines

If you have different types of visitors, such as VIPs, exhibitors, suppliers, or other categories, it can be wise to create separate entrances for them. This prevents people from waiting in the wrong lines unnecessarily.

For larger crowds, consider creating multiple lines for visitors to divide themselves into. This allows you to assign multiple staff members to scanning tickets and regulating the flow.

Issue resolution desk

Expect that questions or unexpected situations may arise in the queue. For example, someone might feel unwell, lose their ticket, or show up as an unregistered supplier. Prevent such incidents from delaying the ticket scanning process by setting up a separate desk to handle these issues.

Communicate with Your Visitors

To ensure smooth ticket scanning, communicate clearly with your attendees. Use social media or email before the event to provide information about parking locations and directions to the appropriate entrance.

Encourage visitors to have their tickets ready for scanning as they approach the entrance. You can also place banners along the entry path reminding them to prepare their tickets to avoid delays.

Staff & equipment

Based on the number of visitors you expect within a specific timeframe, calculate how many scanners and staff you’ll need. Always ensure you have extra equipment, such as scanners and power banks, to handle situations like dead or damaged phones.

Similarly, have backup staff ready in case someone becomes unavailable. Make sure at least two people in your team are familiar with the entire entry process and have a contingency plan in place.

Train & deploy your staff

For larger events, consider assigning a scanning coordinator. This person oversees the scanning team, ensures smooth operations, and adjusts staffing levels as needed. They can also monitor equipment like scanner batteries and replace them when required.

To maximize efficiency during peak hours, ensure staff are well-trained in advance. Share a user manual and conduct test runs before the event. Include hospitality training in the preparation process, teaching staff how to handle difficult situations and create a welcoming experience for visitors.

Test your setup

Once everything is ready, run a complete test to ensure the following elements are functioning properly:

• Scanners
• Internet connection
• Computers (if used)
• Walkie-talkies (if used)
• Conduct test scans

Prepare for unexpected scenarios

No matter how well you plan, unforeseen issues can arise. Examples include rain disrupting outdoor queues, power or internet outages, or accidents in the line. Prepare a list of potential scenarios and solutions to minimize surprises on the day of the event.

Need help setting up your door entry management?

If you need assistance in designing and setting up your entry process, don’t hesitate to contact us. We’re here to help!