# The event check-in checklist.

> A free, printable event check-in checklist for organisers: the guest list, invitations, desk set-up, scan results and walk-ins, from two weeks out to the doors.

Everything that makes a door fast, on one printable checklist: from the guest list two weeks out to the last late arrival.

## 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.

Printable PDF: https://fizvizz.com/resources/event-check-in-checklist.pdf

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Web page: https://fizvizz.com/event-check-in-checklist