Convention Center Booking

We’ve helped over 3,000,000 attendees check in to events. Here’s what we learned. 1. Coach the check-in staff on how to greet attendees. That’s far more important than how to use the tech. 2. A 2-5 minute line is a good thing. Attendees chat. It warms up the ‘networking juice’. 3. Create a 'service desk' AND put it off to the side. Get people with issues out of line. 4. Let attendees make basic edits from the Kiosk - it will reduce service desk requests by 90%. 5. Make sure your platform supports offline check-in if the internet does go down. 6. If you have a big reg area, have little flags that check-in staff can raise if they need a printer tech to come over and restock. 7. Pre-printing the stock significantly increases print speed onsite. 8. The biggest attendee experience improvements came from events that consolidated registration and badge printing into a single platform. E.g. Accelevents 9. Look for what could go wrong. Story - we were running check-in for an event with 40 kiosks. The power strips were daisy-chained together. One of the check-in staff had a busy foot that unplugged the extension cord TWICE and took out half the printers. 10. Design your badges and do your test prints at least 30 days in advance but still order at least 100 badges for test prints on site. 11. Test crazy-long names, companies, and job titles on your badges. Your badge software should automatically adjust the font size to prevent text wrap. 12. Different roles require different colored shirts. Much easier to find help and route attendees. E.g. Service desk, printer tech, decision maker. 13. Have a plan for walk-ins. 14. Make sure everyone knows who can make executive decisions AND how to find that person. 15. Have a backup for 👆. Reminder: On event day, you can’t do everything. Empower your team to make decisions. There isn’t time to ‘find you’. And finally- Have fun. Attendees pick up on your energy. What did I miss? #events #eventmanagement #eventmarketing

If your brand is hosting an event, your reputation starts at the door. Not on stage. In the check-in line. Most attendees decide in the first 5 minutes if your event feels premium or chaotic. They do not need a feedback form for that. They feel it in their body. Just give it a thought for a second. Two events. Same industry. Same level of speakers. Same sponsors. In one event, people arrive and find: • A long, slow line • Confusing signage • Staff that looks stressed and unsure • Printers failing, badges missing, names spelled wrong You can feel the energy drop before the event even starts. In the other event, people arrive and: • Know exactly where to go • Get their badge in seconds • See calm staff who look ready • Feel like someone actually planned their arrival, not only the keynote Same content. Completely different brand feeling. The industry loves to talk about stage design, LED screens, activations and party venues. All of that is important. But if check-in feels like a mess, this is what people will tell their friends later. If you want your brand to feel serious, professional, and worth the trip, start here: • Treat check-in as something you plan, not something you fix the night before • Give your registration partner a clear brief and real ownership • Test everything the day before, not at 8:00 am with a line outside • Plan for failure: extra printers, backup badges, backup internet (or use Xtag so internet is not an issue you need to worry about) Your brand is not only your logo on the badge. It is how people feel in the first 5 minutes with that badge. You want people to talk about the content, the meetings and the deals. Help them forget the check-in ever existed. Because check-in should not be a story at all. If it is messy, it becomes the only story people talk about. Bad for your reputation and an easy way to lose money. #eventprofs #eventtech #events #inpersonevents #xtag

How Do We Ensure Every Participant's Journey Starts on the Right Note? 🎶 We often focus on the main event experience, but how many of us have paused to consider the very first touchpoint - the registration process? A truly inclusive event starts the moment someone considers attending. Here are a few strategies to ensure our registration processes pave the way for comprehensive inclusivity: 1. Accessible Platforms: Ensure your registration website/platform is ADA compliant and mobile-friendly, catering to diverse digital proficiencies. 2. Diverse Imagery: Use graphics and visuals that reflect a myriad of ethnicities, abilities, genders, and ages, signaling a welcoming environment for everyone. 3. Clear Communication: Offer language options or, at the very least, ensure clarity in your information. Avoid jargon. 4. Payment Flexibility: Consider various payment methods, possible installments, or even sponsorship options for those needing financial assistance. 5. Inclusive Accommodations Check: No, not sleeping rooms, but incorporate an option where attendees can specify any special requirements or accommodations they might need, be it related to physical accessibility, dietary needs, visual, hearing, or otherwise. The way we welcome our participants sets the tone for the entire event. Let's ensure we're rolling out the red carpet for everyone, right from the start! ✨ How do you prioritize inclusivity during your event registration? Share your strategies or experiences below, and let's pave the way for even more inclusive beginnings! #FirstImpressionsMatter #InclusiveEventRegistration 🌟🤝

Coordinating events as an EA isn’t just about logistics — it’s about creating an experience that reflects leadership and drives impact. I built this EA Event Coordination Checklist to keep myself sane during high-stakes events. From budget to vendor contracts, travel plans to thank-you notes — every detail matters. Curious: what’s the one thing YOU never forget when planning an event? Checklist: (Because flawless events don’t just happen — they’re planned.) 1. Pre-Event Planning - Define the objective: What does success look like for leadership? - Secure budget approval and track expenses. - Select venue (with backup options). - Confirm date/time with all key stakeholders. - Draft initial agenda and timeline. 2. Logistics & Vendors - Book catering (confirm dietary restrictions). - Arrange audio/visual needs + run tech checks. - Secure hotel blocks/transportation for guests. - Review contracts (hidden fees, cancellation terms). - Build contingency plans (weather, tech, travel delays). 3. Communication & Guests - Send invitations and track RSVPs. - Provide travel info, hotel details, and contact numbers. - Prepare executive briefing: attendees, bios, talking points. - Assign roles/responsibilities for on-site support. 4. On-Site Execution - Arrive early for setup and final walkthrough. - Test microphones, projectors, video conferencing. - Ensure signage, seating, and registration are ready. - Keep copies of agenda, attendee list, and emergency contacts. - Handle last-minute changes calmly and invisibly. 5. Post-Event Follow-Up - Send thank-you notes and/or post-event surveys. - Share key takeaways and next steps with leadership. - Reconcile budget and vendor payments. - Document lessons learned for next time. ✨ Pro Tip: Always plan for what could go wrong — if nothing does, you’ve just earned peace of mind. #ExecutiveAssistant #EventPlanning #LeadershipSupport

Picture this: A professor, already swamped with teaching and research, also has to organize a conference for their department. The pressure of coordinating everything with limited resources can be overwhelming. It’s a colossal task that—unfortunately—often goes unnoticed, consuming countless hours. I’ve been in that position. I know how it feels. After a decade of talking to those in similar roles, here’s how to lighten the load: 1. Create a Dedicated Website Participants can easily become disorganized if information isn’t centralized. A dedicated website with all event details will reduce the number of emails and calls from attendees looking for information. An all-in-one hub = more time for you. 2. Embrace Specialized Technology No I’m not talking about Google Forms and spreadsheets. In 2024, there are niche tools designed specifically for registration and abstract management that can drastically reduce administrative stress. These tools are tailored to the unique needs of academic events and are far more efficient. 3. Seek Support and Resources You’re not alone in organizing these events. Look for best practices from others who’ve done it before, or tap into the support provided by specialized event management tools (see point #2). That’s where Fourwaves comes in. Our platform manages the logistics so researchers can focus on what truly matters—advancing science. Because, honestly, spending time on logistics when you could be making scientific breakthroughs is just a bit absurd, isn’t it?