Anyone who produces events knows the importance of ensuring a good experience for participants throughout the entire process, including registration – one of the person's first 'contacts' with the event. Ensuring that this process is practical, quick, and runs smoothly is essential. 

Despite being a crucial step, many organizers or brands still don't give due importance to event accreditation, ultimately creating a negative experience right from the start. 

So, to prevent this from happening, check out some tips to optimize this process and avoid problems.

The importance of a good accreditation experience at events.

First, it's necessary to understand what event accreditation is. It's the process by which a participant gains access to an event. This is when the person receives their credential to participate in the meeting and can move around the space, and it's also when kits and other materials are distributed. 

Registration at events is also crucial for the organizers themselves, as it's at this point that we can effectively understand how many people are present. This is because many people may register and not attend, or in some cases register at the last minute. 

Now, why is ensuring a good participant experience during registration necessary? The answer is simple: it's as if this step is the person's 'gateway' to the event, and it will greatly influence their perception of the entire experience. 

In general, ensuring that consumers have a good experience is fundamental for companies in any segment. After all, Leading companies in Customer Experience are able to generate growth up to 190% higher than the average within a three-year period.. 

In the events sector, this is no different, and therefore should be a constant concern for organizers, with accreditation being crucial at this stage!

How to optimize event accreditation.

Knowing the importance that event registration has on the overall participant experience, it's necessary to know how to optimize this process and ensure it goes smoothly.

Because this stage involves a large flow of people, organization is necessary to ensure everything runs smoothly. Therefore, check out some tips on how to optimize registration at your event. 

Start the accreditation process for your event early.

This is one of the most practical tips, but it can be very helpful during the accreditation process. For example, you can optimize the registration process by generating an access code or QR code; the person simply presents it at check-in. This way, you don't waste time collecting information, registering, and so on.

However, it's necessary to start registration earlier on the day of the event itself. A general rule is: if your first event session is at 6 PM, start registration at 5 PM. To encourage participants to arrive early, offer a coffee break, musical entertainment, or something else that will attract attention.

Rely on technology. 

Technology is a fundamental tool for optimizing event registration. Therefore, have self-check-in booths set up, QR code readers, and ensure that the internet is working. 

Furthermore, another structural element, which also relies on technology, is a support desk. Ensure that the accreditation area has the necessary equipment, such as a laptop and label printers, to handle any unforeseen issues.

Train your team beforehand.

It's not enough to just have the technology, is it? You need a trained team to welcome people, guide them through the registration process, and answer any questions. 

Therefore, provide prior training and share information about the event, the audience, and the company, as well as introduce the equipment that will be used and how to operate it. Ensure they are proficient in reading QR codes, using systems, using apps, connecting to and handling the label printer.

General tips for event accreditation.

These were some guidelines for optimizing event registration; however, there are some more general tips that are worth knowing because they will also influence the participant experience.

Therefore, also pay attention to these other guidelines and ensure that the accreditation process goes smoothly: 

• • Have a designated area just for registration that already incorporates the event's visual identity into its design;
  • Rely on a support system for problems;

• Ensure that at the time of registration or accreditation, the participant shares important information such as name, email, phone number, company, CPF (Brazilian tax identification number), and more. 

Host your event with us.

The Center Convention space adapts to a wide variety of events, so hold your meeting with us! You can check out all the infrastructure available at the Convention Center and throughout the Center Shopping Complex by speaking with our team. Call us at (34) 3239-8300 or email comercial@centerconvention.com.br. You can also reserve a date by clicking [here]. HERE.