Below are some best practice guidelines for you and your team to consider when planning your registration area and using our Session Scanning and Lead Capture Apps.
Registration Flow
Badging Stations
Badging stations are used for checking in and printing attendee badges when they arrive at the event. Staffed badging stations are manned by a registration host, 1 host per badging station.
There are various badging station setups but in general each badging station consists of the following:
Laptop or tablet
Printer
QR code scanner (optional)
Badge NFC Reader (only for NFC badges)
Badges and Lanyards
Badging Station Requirements
Desk size - consider the footprint of each badging station and ensure you have enough desk space for all your badging stations. For details of the footprint of your specific setup please contact us.
Power - each badging station requires two plug points - one for the laptop computer and one for the printer. Please allow for sufficient extension cables as part of your plan.
Network - we recommend a hardwired drop for your registration area. If your registration desks are in a single row we can provide a splitter and cables to divide a single drop connection across multiple stations. If your desks are separated and not in a single row, you will need a hardware connection at each area.
Staff - Each badging station will need a staff member to operate each laptop - we advise these people are good with laptops and are fast typers! Each station will need a seat for the host and a rubbish bin.
Lanyard Storage - Piling lanyards on the desk can be messy and cause them to get tangled. You may want to think about investing in lanyard trees so that they hang nicely.
Registration Flow Management
A few additional points for your team to consider:
Desk Categories - Are you going to split the desks into categories? E.g. have a help desk off to the side or a VIP desk for your speakers/sponsors? If yes, you will need appropriate signage above the desks so that people know where to queue.
Registration Queue Management - How much space do you have in the registration area? You may want to ask the venue if they can supply tensor barriers to help order the queue.
Pre-Registration - Are you going to open a small number of registration desks on setup day for your speakers or exhibitors to collect their badges in advance? If yes, you will need to allow us sufficient time to set up and test the desks before opening these desks.
Walk-In Process
The majority of your attendees will have been uploaded to our system before the event - you can continue to amend this list at all times, even when the event is live. Our platform is also fully equipped to manage on site registrations for walk in attendees, which are flagged in your final data.
There are two ways we can manage walk ins :
Free Flow Walk Ins - if you’re happy to let anyone in and follow up with them after then you can set up your registration so walk ins can be added at any of your badging stations.
Pre-Qualify Walk Ins - if you want to pre-qualify walk ins or require payment we suggest the following process:
Have a help desk off to the side with one badging station
If the host cannot find the guest on the system, ask them to go to the Help Desk
At the Help Desk someone from the team is there to approve the walk in/take payment
The host on the help desk adds them onto the system and prints them a badge
Session Scanning
The Noodle Session Scanning app requires Session Admins to select for both location and name of the sessions being scanned.
To ensure precise data capture consider the following points:
Choose people who are quick to learn and confident using new tech and apps.
Ensure all Session Admins have been sent the Noodle Live Session Scanning App information link prior to the event.
Schedule staff training at an appropriate time - leave enough time so training isn’t rushed and session admins have plenty of time to get to the location they’ve been allocated to scan for.
Provide Session Admins with an event map that clearly shows the names and locations of all stages / rooms that require session scanning.
Provide Session Admins with an agenda so they can follow the sessions they are scanning for.
Ensure session hosts know to communicate to the Session Admins if sessions are running over.
Schedule in regular breaks and rotate Session Admins if necessary. This is of particular consideration if you have several hours of back-to-back sessions requiring scanning in one location.
Review the session scanning data real-time in the platform regularly to ensure scanning is conducted properly and capture any potential inconsistencies.
Lead Capture Scanning
Our Lead Capture app is generally used by exhibitors or sponsors and can be used either by downloading it onto a personal device, or by hiring devices from us with the app already loaded.
Prior to your event ensure all exhibitors have been sent a link to our Lead Scanning App information page
If hiring devices, allocate a set time and area for exhibitors to collect their devices from and ensure this is communicated to them prior to the event.
Ensure all exhibitors have received a proper brief on utilising the app and have an escalation contact to address any further questions.
Review the lead capture regularly throughout the event to ensure the exhibitor representatives are using the app actively.