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How To Get Your Crew Check-in Organised? Part 1

Published on May 11, 2020

How To Get Your Crew Check-in Organised? Part 1

Your crew registration booth is the very first impression of your event. Crew members are in a hurry to start their working day. The check-in procedure should be very smooth but it can also be hectic at some point...

Depending on the amount of crew you have to check-in, it’s important to think about the accreditation flow you want to setup. This flow can be different in some ways, but in general the flow for each event is pretty much the same.

In this first part we will talk about why preparation is key and how you can make sure that your accreditation is on point.

But to make your life easier we created an accreditation form for you which you can use or can help you create your own accreditation form. You can download it via the following link:

Download our accreditation template Microsoft Excel File

Now, let’s start from the beginning.

A great flow starts with getting your accreditation right. Nothing is more frustrating than waiting behind someone who is not on the crew list. The person in front of you is probably arguing that he should be on the list and it's some sort of mistake. In the end they need to call someone to verify their presents at your event, then fill in the correct accreditation form, etc... You see where this is going.

One small mistake can cause a lot of frustration.

Preparation and follow-up is key to make sure your check in procedure goes smoothly.

We created a little guideline you can follow to help you on your way:

  1. Create an accreditation template for each kind of category of crew. For example: suppliers, artists/speakers, press... 
  2. Create a mailing list per category so you don’t forget to send an accreditation form to a certain supplier. Let a colleague double check your mailing list – someone with a clear view can often find mistakes quicker.
  3. Send out your accreditation forms at least 1 month before the start of your event, don’t send it too early.
  4. It’s important to set rules, like:
    • Maximum amount of crew members per accreditation form
    • Maximum parking vouchers per supplier
    • Set a deadline to send the form back – ideally 2 weeks before the start of your event
  5. Gather all information and double check every form. Once you have checked it, send them an email to confirm and approve their accreditation.
  6. If you did not get the accreditation forms back after your deadline, start sending them reminders. If this doesn't work, I guess you have a pretty good reason to start calling.
  7. One week before the start of your event you can send some guidelines regarding the check-in procedure at your event. If applicable, you can also send them crew tickets and parking vouchers.

With the tips above, you normally have a good idea what you’re up against. It will take you some time to set things up but if your preparation is done correctly you will notice that your check-in procedure will run smoothly.

If you really want to spice things up – we can help you automate your accreditation registration with our accreditation module. Feel free to contact us if you would like to have some more information.

In the second part we will talk about how to set up your accreditation booth so crew can check in very fast.

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