Free checklist
The event check-in checklist.
Everything that makes a door fast, on one printable checklist: from the guest list two weeks out to the last late arrival.
- 16 items in 4 stages
- A printable A4 PDF
- Free, for any event and any tool
What's in the checklist
Two weeks before
- One guest list Merge registrations, speakers, sponsors and staff into one list.
- Clean it Remove duplicates and fix typos in names and emails.
- Agree the rules Decide what happens with plus-ones, substitutes and walk-ins.
- Choose the scanners Name who scans at the desk, and give them the right role.
One week before
- Send personal QR codes Put each guest's own check-in QR in their invitation email.
- Plan for the peak Work out how many scanning points the busiest half hour needs. A self check-in kiosk counts as one.
- Print the signs One instruction at eye level: "Have your QR ready".
- Print a join QR For walk-ins, at a separate help lane.
The day before
- Remind guests A short note on where to find their QR.
- Charge everything Phones for scanning, plus a power bank per scanning point.
- Brief the desk What each scan result means, and where problems go.
At the doors
- Dry run Scan a few test codes before the doors open.
- One queue per scanner Clearly marked, so people do not drift between lines.
- A help lane For anyone not on the list, on a different email, or without their code: find them by name.
- Read the result "Checked in": welcome them. "Already checked in": check the time. "Not on the list": help lane.
- Watch the count Keep an eye on how many people are in for catering, seating and safety.