Zakelijke presentatie op verlicht podium bij een bedrijfskick-off

Event check-in: the first few minutes set the tone for the night

The entrance is the first physical moment a guest experiences at your event. Before the programme starts, before the catering opens, your guest is standing in the queue. Or not. How those first few minutes go sets the tone for the rest of the night, which is exactly why getting your event check-in right matters so much.

A smooth entrance reinforces a sense of professionalism and care. A chaotic one creates frustration that's hard to wipe away. Think long queues, unclear signage or a check-in assistant who doesn't understand the system.

Entrance logistics is the sum of several connected decisions. How many check-in points are there, and which system do you choose? Who controls access, and how do you manage the flow?

Check-in formats: from simple to sophisticated

The entrance approach you choose depends on the size of the event, the level of security and the feeling you want guests to have.

Name registration at the door: the simplest form, works well for small events of up to around 75 people. QR-code scanning: the standard for medium and large events. Fast and accurate, suitable for thousands of visitors. On-site badge printing: combines check-in with badge handout and saves on logistics. RFID or NFC wristbands: for multi-day events or events with zone-by-zone access control.

Capacity planning: how many check-in points do you need?

One of the most common mistakes in entrance logistics is underestimating: too few check-in points for the number of guests you expect. That leads to queues building up to twenty minutes or more.

As a rule of thumb: with QR scanning, one check-in point can handle around 20 to 30 guests per minute. With 200 guests arriving within a 20-minute window, you'll need at least 3 to 4 scan points.

Corporate events often peak in the 15 minutes before the start. Always keep at least one extra check-in point ready as a buffer.

Signage and routing: the way to the entrance

Entrance logistics starts before the building. How do guests find the venue, the car park, the entrance and the check-in point? Unclear routing leads to scattered arrivals, confusion and needless phone calls to the organisers.

Effective signage includes parking instructions in the invitation and the reminder email. Digital navigation cues belong there too: send guests a Google Maps link that leads straight to the entrance. Finally, you arrange physical signage on site.

Entrance staff: roles and briefing

A smooth-running entrance needs the right people in the right positions. The entrance is a service moment: the first interaction guests have with your organisation.

The typical roles are: check-in staff (operating the scan points) and a host (welcoming guests and acting as the point of contact for questions). On top of that you work with a problem-solver, who handles the exceptions. And a production contact connects the entrance to the rest of the production.

Entrance logistics handled by Live Impact

Live Impact handles entrance logistics as part of the full production. That means a tailored capacity plan and the choice of check-in platform. We also arrange the briefing of the entrance staff, signage and coordination with the venue.

For large events we work with specialised hostess agencies and technology partners for QR scanning and badge printing.

Call us on 085 401 40 14 or send an email to hello@live-impact.nl. Or fill in the brief form. Seriously fun.

Also read

• Event marketing: why a live event makes your message resonate more strongly

• Kick-off program: how to build a day that sticks

• Teambuilding activities: 20 ideas that really work

Frequently asked questions

Can Live Impact help organise a corporate event?

Yes. Live Impact is a concept agency for corporate events. We help with the complete process: from first brainstorm and concept development to venue selection, programming and production.

Whether you're planning a staff party, conference, kick-off, anniversary or client event: we think along. We ask sharp questions and make sure the result stays with people.

Get in touch via hello@live-impact.nl or call +31 85 401 40 14.

Read our full article on organising a corporate event →

How much time do you need to organise a corporate event?

Start at least three months ahead. For large events (300+ guests, complex production), six months is more realistic.

The organisation runs in four phases. First lay the foundation (12 to 10 weeks before the date), then concept and partners (10 to 6 weeks). Then the detailed work (6 to 3 weeks) and finally execution plus aftercare in the last 3 weeks. Popular venues and artists are quickly booked up in autumn.

See the full phasing in our article →

How do you write a good brief for a corporate event?

A good brief contains at least six elements. They are: the objective, the target audience, the number of guests, the preferred date, the budget and prerequisites (venue, dietary requirements, travel time).

Write it on a single A4. Share it with your project team and your agency. Without a brief, everyone works from assumptions. That delivers a messy result.

Read the full article with all brief elements →

What is the difference between a corporate event and a staff party?

A staff party is specifically for staff: internal, familiar, and the mood is looser. A corporate event is broader and can be a staff party, but also a conference, kick-off, anniversary or client event.

The difference lies in the approach: a staff party is about celebrating and connecting. A corporate event can also serve strategic goals, such as knowledge sharing, brand positioning or culture change.

More on organising a corporate event →

What does it cost to organise a corporate event?

A corporate event costs around €200 to €500+ per person ex. VAT for 250 to 500 guests. For 500 to 1,000 guests, expect around €150 to €400+ per person. For 1,000 to 2,000 guests, expect around €125 to €350+ per person. For more than 2,000 guests, expect around €100 to €300+ per person. All amounts excluding VAT, including venue, catering, entertainment and production.

The exact budget depends on the type, the venue and the programme. The brackets above indicate the range for an average corporate event.

Read our full article on organising a corporate event →

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