Checklist: guest registration and check-in

Registration is the first part of the event guests experience, often weeks before they arrive. It is also where personal data is collected, so it deserves care.

RSVP

• Collect only the information you will use.
• Explain why you need each item, especially dietary and accessibility details.
• Send a confirmation and a reminder with time, place and directions.

Check-in on the day

• Enough desks or lanes for the arrival peak.
• Another lane for VIPs, speakers and walk-ins.
• A backup printed list in case devices fail.
• Badges or wristbands ready and in order.

For a closer look at arrival zones and check-in desks, Get Out! Events' event registration and check-in guide walks through the setup.

When things go wrong at the desk

• A guest is not on the list: have a named person who can approve walk-ins.
• The network drops: switch to the printed list and record arrivals by hand.
• A queue builds: open another lane or move staff from badge printing to greeting.
• A VIP arrives early: know who will meet them and where they will wait.

After the event

• Produce an attendance record for internal reporting.
• Delete or secure data you no longer need.

For current guidance on handling personal data, refer to the Personal Data Protection Commission.