Planning Checklists
MICE Event Registration Checklist: What to Sort Before Doors Open
18 Aug 2026 · 5 min read
Registration is the first physical interaction an attendee has with your event, and it happens before your keynote, your booth, or your branding gets a chance to make an impression. A queue that clears in seconds reads as a well-run event. One that backs up past the lobby reads as one, no matter how good the content is afterward. Here's what to have sorted before your event's doors open.
Know your attendee list format before you pick hardware
If you're running on an existing registration platform (Eventbrite, Cvent, or your own system), check early whether check-in kiosks in your shortlist can be configured against an exported attendee list, rather than needing a fresh database built from scratch. Most modern kiosks handle this without much friction, but confirming it during planning avoids a scramble the week before.
If you're expecting meaningful walk-up registration on the day (common for trade shows and public-facing events), make sure whatever you book supports walk-up entry as a fallback, not just pre-registered lookup.
Size your kiosk count to your peak arrival window, not your total attendee count
A conference with 500 total attendees spread across a 2-hour arrival window needs a very different setup than the same 500 attendees all arriving in the 20 minutes before a keynote starts. Size your kiosk-to-desk ratio against your expected peak, not your total headcount — for larger conferences, a bank of 3 to 4 kiosks is a common starting point, scaled up from there based on your specific arrival pattern.
Badge printing has its own lead time
If badges need custom branding, a specific lanyard colour, or a particular template layout, that needs to be locked in ahead of print day, not adjusted on-site. Badge stock and standard consumables are usually included as part of a badge printing booking, but a custom template is a separate ask worth raising early in your enquiry rather than assuming it's automatic.
Plan your connectivity alongside your registration hardware, not after
Check-in kiosks and lookup systems typically need a live connection, and venue Wi-Fi reliability varies block by block even within the same building. If you're not confident in the venue's own network, a portable hotspot as backup is worth booking alongside your kiosks rather than discovering a dead zone at your registration desk on the morning of the event.
Frequently Asked Questions
How many check-in kiosks do we actually need?
It depends on your peak arrival window more than your total attendee count. A single kiosk comfortably processes a queue of a few hundred delegates before a scheduled start time, so for events expecting more than that in a tight arrival window, a bank of 3 to 4 kiosks is a common starting point.
Can registration systems work with our existing attendee list?
In most cases, yes. Kiosks in this category typically support configuration against an attendee list exported from platforms like Eventbrite or Cvent, so you're not rebuilding a database from scratch. Confirm your platform in your enquiry so compatibility gets checked before booking.
What if we get a lot of walk-in registrations on the day?
Flag this when you enquire — not every kiosk configuration handles high walk-up volume equally well, and it's easier to size the setup correctly upfront than to add capacity on the morning of the event.
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