Power of Event Check-In Data: Transforming Gatherings into Experiences 

Imagine this – a room full of energy, lots of faces slowly moving in as part of the big ceremony. For event organizers, it is iconic. But what if you could also open the data behind all those faces? The answer is with the event check-in data.  

Did you know that the event check-in data is the event organizer’s most valuable resource? Not only is it a treasure trove of information that can help turn an average event into a magnificent event, but in a detail-oriented industry using data and data analytics for event check-ins is revolutionary.  

Now that we have created the scene of the possibilities, we can now consider data collection and the analytics in event check-ins. The event check-in data is extremely valuable with the primary benefit of delivering individualized experiences for attendees, managing events better and forecasting trends. Let’s begin by unlocking the data opportunities to create value for both event organizers and participants alike.  

The Role of Event Check-In

Traditionally, event check-in was simple for event organizers – check-in simply showed who showed up. Based on that simple definition, you can at least be certain that the right persons showed up at the right place and at the right time. Event check-in has been evolving, and I mean, evolving, into new roles as the technology and audiences evolved.  

It is probably undeniable that event check-in data has transitioned from simple headcounts to critical components in extracting insights beyond just attendance. A more individualized and data-driven role is no longer seen merely as an opportunity for enhancement to event planning for facilitators. 

Categories of Data Gathered at Event Check-In 

• Attendee details: Detectives collect participant information like names, contact and registration information. The data gathered at check-in is what informs further analysis. 

• Barcode or QR code scanning Badges and QR codes allow for easy tracking of session attendance. Organizers can then assess the most popular sessions and make schedule adjustments.  

• Geolocation Data- Event organizers can now follow the movement of attendees in a venue using geolocation data. This is crucial for knowing which kiosks or areas are appealing to attendees.  

The Value of Check-In Data for Event Organizers

• Understanding Attendee Behaviour 

• Patterns of session attendance- Information about check-in sessions can show the organization when the greatest number of attendees are engaged with the most people! The data provides insight for content creation and scheduling.  

• Areas or booths with the greatest interest- Organizers can pin-point the areas or kiosks with the most accessed information by monitoring where attendees spend their time. This is value added to sponsors and exhibitors.   

Trends of social interaction and networking geographically: 

• Personalizing the event content. Event planners can personalize much of the content of the event with data derived from check-in data and will then be able to respond to the personal interest of the attendees. This enhances the attendee experience. 

• Event apps can enhance attendance engagement based on the check-in data by being able to send personalized notifications, recommendations, and updates. 

Enhancing and Streamlining the Logistics of the Event 

• – Event planners can monitor real-time capacity of participants through data on the movement of attendees. This can help with the safety and enjoyment of all attendees in attendance. 

• – Event planners will be able to manage traffic based on where attendees will be going to avoid congestion and ultimately enhance the enjoyment of the event. 

• – The data from the event check-in, can assist event planners with identifying barriers in the event layout and/or event schedule that will allow the planner to adjust quickly.  

Tips for Effective Data Collection and Analysis

Track Session Attendance- Event organizers should collect data on session attendance from the event, to see which sessions were attended more frequently, and which speakers garnered the most attention, this can be useful when determining your programming for future events. 

– Mobile apps- Depending on which event technology platform you decide to use- like Samaaro, you may be able to access mobile apps for attendees. Mobile apps can also allow for event planners to collect data about the sessions attended by attendees and/or the extent to which attendees interacted, as well as live feedback, which can help to guide your reflection and analysis of the event for the purpose of uncovering trends about your attendees. 

– Real-Time Analytics- Utilize a dashboard within your event technology platform that has real-time analytics so that you can track any number of activities, including monitoring the activities of attendees during the event, involve ticket sales, and so much more. 

– Integrating with CRM and Marketing/ Engagement Tools- Many event tech platforms will allow you to integrate your CRM and marketing tools. Use the opportunity to gather and analyse your data from various systems so you can have an overarching view of your attendees. 

– Monitor Social Media Product- Many event technology platforms have social integrations. Follow along through event hashtags and mentions to gain a sense of your social activity. This will allow you to make sense of sentiment and engagement from attendees. 

– Data Security and Compliance- Data privacy law is something that cannot be taken lightly; data security and generally the importance of data protection laws continue to be prominent considerations for many event attendees. Ensure your event follows a standard protocol and procedures and verify that your other suppliers with work alongside the standard for data protection and that you have your event attendee consent to collecting and using the data from event attendees.  

– Use Surveys and Feedback Forms- You can give your attendees a voice by utilizing the built in survey option from your event technology platform. Use your survey option both at the event, and after the event to collect to ask for opinions on their event experience, expectations, overall satisfaction with the event, and suggestions for future improvements. 

This exploration has illustrated how check-in data is more than “data” and numbers, it identifies that events can be deliberately crafted to deliver an experience- experiences that are memorable and personalized. The events can be communicated in a manner that was efficient so that attendees are left with wanting more. Organizers of events in the modern data era, who understand how they can utilize check-in data to their advantage can realize competitive advantages to shorten the gap between expected and the limitless possibilities that can exceed attendees’ expectations.  

Are you ready to elevate your events with Samaaro’s Event technology? Get started with a free trial now!