Set-up Check-in for Event Night Success

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blog title "Set-Up Check-IN for Event Night Success"

Optimizing Your Check-in Process for Nonprofit Events

The Key to a Successful Nonprofit Event Check-in

On event night, guests want to quickly and efficiently enter your event and let the fun begin. A well-organized check-in system is crucial to ensuring a smooth start and positive guest experience. When you’re using Greater Giving Fundraising Event Software, these best practices will help set up your nonprofit event check-in for success.

Standard Check-in Set Up ipad check-in set up on Greater Giving Go-time software

The Standard Check-in with Auctionpay setup involves multiple check-in stations at tables with seated volunteers. This setup allows guests to be efficiently guided through the process. You’ll need to decide how many stations you’ll need and whether you want to run the stations from tablets or laptops. Once you decide the type of device you’ll be using and how many stations, make sure that you order the correct number and type of card devices from Greater Giving.

Steps for Standard Check-in:

  • Guests arrive and are directed to the first available check-in station by a volunteer greeter.
  • Check-in volunteers locate the guest in Greater Giving Software or Go Time and begin the check-in process.
  • The guest’s credit card is swiped for Express Pay, enabling a faster checkout process later.
  • Volunteers provide the guest with their bidder number, table assignment, and any necessary event materials.
  • A troubleshooting station or volunteer should be available to handle any issues that arise.

Pro Tip: We recommend one check-in station per 50-75 guests to maintain efficiency and avoid long wait times.

Mobile Event Check-in Set Up

For a more modern and flexible check-in process, consider using Mobile Card Readers and Go Time with tablets. This setup allows volunteers to move freely and provide a quicker, more interactive check-in experience.

Steps for Mobile Check-in:

  • Volunteers stand at cocktail-height tables with tablets (iPads or Android tablet devices) connected to Greater Giving Mobile Card Readers.
  • The Go Time app is preloaded on each device for quick access to guest check-in details.
  • Guests are directed to an available check-in volunteer, who enters their name into Go Time and processes their check-in.
  • Volunteers can swipe the guest’s card for Express Pay, provide bidder numbers, and ensure a seamless entry experience.
  • A laptop station should be available for troubleshooting and system monitoring.

Additional Event Check-in Enhancements

Regardless of which check-in method you use, consider these additional optimizations to enhance efficiency:

VIP and High-Volume Check-in Support

  • Have an extra volunteer with a tablet and mobile card reader to expedite VIP check-ins and assist during peak times.
  • To help control wait times is a staggered check -in schedule with VIP available to enter the doors 30 mins before other guests.

Volunteer Training

  • Ensure check-in volunteers receive adequate training before event night so they feel confident using the Greater Giving system.

Mobile Bidding Integration

  • If using Greater Giving Mobile Bidding, there’s no need to provide physical materials at check-in. Bidder numbers and table assignments can automatically be sent to each bidder in a welcome text, reducing paperwork and streamlining the process.

Set Your Event Up for Success with Greater Giving

A smooth check-in experience sets the tone for a successful event. Greater Giving’s event management solutions help nonprofits save time, reduce lines, and create a seamless guest experience.

Ready to Upgrade Your Check-in Process?

Explore how Greater Giving’s software solutions can streamline your next event with a free demo.

From the planning stages, to event night, to reconciliation, Greater Giving offers a complete end-to-end solution—resulting in increased revenue for your organization. Greater Giving provides an all-in-one solution to manage all the details of your fundraisers year-round—from auctions with live or online bidding, to registration and donations, to athons and more, we’ve got you covered. Our solutions are easy to set-up and train volunteers and staff. With no limit to users, number of events, or support—we’ll help you reduce costs and save valuable time. Collecting credit card data at an event is easy as a swipe with Greater Giving USB and mobile card readers. And, with data exchange, you will be able to interface with most donor management software—keeping all of your donor data connected.

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