The New Technology That’s Making Conference Registration and Check-In Better

KEY TAKEAWAYS

Modern technology has revolutionized the way event organizers handle registration and check-in, making the process smoother, faster, and more efficient for attendees and organizers alike. Here, we’ll explore how one technology in particular, facial authentication, is making a massive difference in helping conference organizers foster happier attendees and stronger operations. 

Check-In & Registration: Where We’ve Been

Check-in processes were once manual and labor-intensive, with attendees presenting paper tickets or email confirmations to staff who verified them against physical lists. As conferences grew, pre-printed badges became common, and organizers changed their ways to support  more efficient check-ins.

Then came the rise of QR codes and barcodes in the entry process. We still see this a lot today among those who haven’t made the switch to facial authentication. Unfortunately, QR codes are hardly the apex of technological innovation, and they still put a burden on attendees and registration staff to manage badge issues and coordinate bottlenecks throughout events. 

But today, facial authentication systems have entered the conversation. These systems enable fast, fully contactless check-ins, streamlined access points throughout the venue and premium experiences. This method prioritizes the guest experience and delivers a stunning conference atmosphere that makes future events can’t-miss opportunities on the calendar. 

The Efficiency Begins At Registration

Facial authentication would be less appealing if it was a pain to set up and manage, but it’s actually quite simple to onboard the technology and integrate the service under your own brand. Your attendees will have no trouble registering and opting into facial authentication before the event, making their arrival an intuitive and elevated experience. 

Here’s how it typically works:

1. Attendees can enroll to use as part of existing registration 
2. They’re prompted to upload their photo which is used solely for identification 
3. The system uses that image to create a biometric token linking to their registration info.
4. That’s it! They’re ready for a seamless check-in experience.

As enrolled attendees go through this expedited check-in, they’re recognized in less than a second and their badge automatically begins to print. Not only does it avoid time wasted checking IDs and verifying the details of every attendee, but the system can even greet them personally by name or alert staff when VIPs arrive. 

This frictionless process is irrefutably more convenient for all involved. But why exactly is facial authentication so much better for check-in? Let’s take a closer look. 

The Benefits of Facial Authentication for Check-In

Lightning-Fast Processing

One of the most significant advantages of facial authentication is its speed. Wicket can process an attendee’s information in as little as 300 milliseconds, allowing entry lanes to move four times faster than traditional systems. This dramatic reduction in wait time means they can quickly transition from check-in to engaging with the conference content and networking opportunities. This fast, engaging experience sets the tone for your conference, and the benefits of facial authentication will follow them to any entry point or backstage area throughout your event.

Easy Re-Entry

Wicket’s Day Pass feature allows attendees to exit an event and re-enter effortlessly. With this system, they never have to worry about re-scanning tickets or dealing with cumbersome re-entry processes. Instead of relying on outdated methods like stamps or wristbands, they can simply use facial authentication for quick and secure access back into the venue.

Automatic Badge Printing

While streamlined entry is a primary benefit, facial authentication technology offers a host of additional advantages that can elevate the entire conference experience. For events that still require physical badges, use of facial authentication systems triggers automatic badge printing once a guest checks in. This reduces the burden on staff, saving time and eliminating the potential for human error.

Seamless Session Tracking

Facial authentication can be deployed throughout the conference venue to monitor attendance at various sessions and workshops. This provides organizers with accurate, real-time data on session popularity and attendance patterns, enabling better planning for future events. It also helps with security, to ensure that those attending each session have access and are not using someone else’s badge.

VIP Enhancement

There’s nothing more embarrassing than having a keynote speaker or industry leader arrive at your conference only to go unnoticed by staff. Traditional systems aren’t great at alerting your people when these VIPs arrive, but facial authentication can instantly greet them and ensure your team gives them the attention they deserve. Plus, as these movers and shakers navigate the conference, every access point they need to clear can seamlessly grant them entry so they always feel welcome and valued. 

The Ripple Effect of Efficiency

The impact of a streamlined check-in process extends throughout the entire event:

• Happier Attendees: First impressions matter, and a smooth entry sets a positive tone for the rest of the conference.
• More Engaged Participants: With less time spent in queues, attendees can dive into networking and content consumption earlier.
• Freed-Up Staff: Event organizers can focus on enhancing other aspects of the conference experience, knowing that check-in is running smoothly.

Implementing Facial Authentication: Best Practices

To successfully integrate facial authentication into your conference, consider the following steps:

1. Choose a Reputable Provider: Partner with a trusted event technology company that offers robust facial authentication solutions, like Wicket. 
2. Pre-Event Registration: Encourage and communicate to attendees that they need to register and opt into the program if they want to enjoy its benefits.
3. Staff Training: Properly train your team to use the technology and assist attendees as needed. Fortunately, the top facial authentication systems are simple to onboard and use, so they can go live in as little as 30 days. 

Make Your Next Conference an Unforgettable Experience

By embracing facial authentication, event organizers aren’t just saving time—they’re creating more engaging, secure, and memorable experiences for all participants. As this technology becomes more widespread, we can look forward to conferences that start on a high note from the moment attendees step through the door.

Learn more about this exciting technology, and all the benefits a best-of-class system can deliver for your attendees and your bottom line.