Onsite Registration Best Practices for Reducing Wait Times and Improving User Experience

April 5, 2023

Kahle Williams

Kahle Williams is the CMO for CompuSystems, a premier event registration provider. He is a seasoned events industry executive, leader, and strategist with a successful track record and 15+ years of experience spanning marketing, sales, client management, operations and human resources.

Onsite registration is often the first time attendees experience your brand. Long wait times and poor user experience can cause frustration and unwanted callouts on social media and discourage attendees from returning to future events. Here are some best practices to ensure a smooth and efficient onsite registration process so your attendees can quickly get their badges and take advantage of everything your event has to offer. 

  1. Pre-Registration: Encourage attendees to pre-register for the event. Offer incentives such as early bird discounts or freebies like swag, drink tickets and parking reimbursement. Also, online registration should be quick and easy, especially for returning customers. Auto-fill contact information when possible to significantly speed up the process. If it takes longer than five minutes to register, it’s probably too long.
  2. Remote Self-Serve Kiosks: Think airport check-in. Implement self-serve badge pickup kiosks around the convention center for attendees to quickly print their badge before they arrive. Focus on areas where you expect a large inflow of people, such as airports, hotels and bus drop-off locations. Strategically placed kiosks can reduce foot traffic in the central registration area by up to 50%, which can be the most significant factor for reducing wait times and boosting customer satisfaction.
  3. Remote Self-Serve Carts: This option is like the self-serve kiosk above but is mobile. They can be moved around easily to busy areas. For maximum speed and efficiency, carts should have onboard battery power, Wi-Fi, and reliable scanning and printing capabilities to keep them running smoothly.
  4. Registration QR Codes: Include QR codes on strategically placed signage around the convention center for people to register on their smartphones. Then, the registration confirmation will direct them to nearby self-serve badge printing stations. Be sure your registration website is mobile-optimized and has a simple registration flow.
  5. Self-Serve Registration Stations: For attendees that did not register in advance, offer self-registration stations in your central registration areas. This technology allows attendees to register, pay and print their badge in just a few minutes. Furthermore, it reduces the number of registration counters and temporary personnel needed.
  6. Mobile Badge Printing App: Equip your team members with a handheld badge printing app to proactively alleviate long registration lines “on-the-fly.” Approach pre-registered attendees waiting in line, enter their name or registration number and direct them to a designated printer location to collect their badge. It does wonders for quickly clearing out bottleneck areas.
  7. Queue Management: Use queue management techniques such as floor markers, rope and stanchion, and signboards to guide attendees in an organized fashion. While simple management techniques may seem obvious, poorly organized registration areas can increase wait times by up to 35%. Consult your registration provider when designing your registration areas.
  8. Real-Time Updates: Provide real-time updates on wait times and any changes to the registration process to keep attendees informed and reduce frustration. Display updated information on the show app and registration dashboard or make it accessible via a chatbot.
  9. Feedback Mechanism: Collect feedback from attendees and exhibitors on the advance and onsite registration process to identify areas for improvement for future events. Offer a simple feedback form directly on the registration website or include a link to a survey in your registration confirmation email.  

In conclusion, by implementing these best practices, you can ensure a smooth and efficient onsite registration process, reducing wait times and improving the overall experience for attendees. This will help you build a loyal attendee base, improve the overall success of your event and increase customer retention.

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Partner Voices
Overview: The award-winning Orange County Convention Center (OCCC) goes the extra mile to make every day extraordinary by offering customer service excellence and industry-leading partnerships. From their dedicated in-house Rigging team to their robust Exhibitor Services, The Center of Hospitality brings your imagination to life by helping you host unforgettable meetings and events. With more than 2 million square feet of exhibit space, world-class services and a dream destination, we are committed to making even the most ambitious conventions a reality. In October 2023, the Orange County Board of County Commissioners voted to approve allocating Tourist Development Tax funding for the $560 million Phase 5A completion of the OCCC. The Convention Way Grand Concourse project will include enhancements to the North-South Building, featuring an additional 60,000 square feet of meeting space, an 80,000- square-foot ballroom and new entry to the North-South Building along Convention Way. “We are thrilled to begin work on completing our North-South Building which will allow us to meet the growing needs of our clients,” said OCCC Executive Director Mark Tester. “As an economic driver for the community, this project will provide the Center with connectivity and meeting space to host more events and continue to infuse the local economy with new money and expanding business opportunities.” Amenities: The Center of Hospitality goes above and beyond by offering world-class customer service and industry-leading partnerships. From the largest convention center Wi-Fi network to custom LAN/WAN design, the Center takes pride in enhancing exhibitor and customer experience.  The OCCC is the exclusive provider of electricity (24-hour power at no additional cost), aerial rigging and lighting, water, natural gas and propane, compressed air, and cable TV services. Convenience The Center is at the epicenter of the destination, with an abundance of hotels, restaurants, and attractions within walking distance. Pedestrian bridges connect both buildings to more than 5,200 rooms and is within a 15-minute drive from the Orlando International Airport. The convenience of the location goes hand-in-hand with top notch service to help meet an event’s every need. Gold Key Members The OCCC’s Gold Key Members represent the best of the best when it comes to exceptional service and exclusive benefits for clients, exhibitors and guests. The Center’s Gold Key memberships with Universal Orlando Resort, SeaWorld Orlando and Walt Disney World greatly enhance meeting planner and attendee experiences offering world-renowned venues, immersive experiences and creative resources for their events. OCCC Events: This fiscal year, the OCCC is projected to host 168 events, 1.7 million attendees, and $2.9 billion in economic impact.  The Center’s top five events during their 2022-2023 fiscal year included:  AAU Jr. National Volleyball Championships 2023 200,000 Attendees $257 Million in Economic Impact MEGACON 2023 160,000 Attendees $205 Million in Economic Impact Open Championship Series 2023 69,500 Attendees $89 Million in Economic Impact Sunshine Classic 2023 42,000 Attendees $54 Million in Economic Impact Premiere Orlando 2023 42,000 Attendees $108 Million in Economic Impact