Blog
Event Security

5 Steps to Achieve Smooth Event Entry with Ticket Scanning Solutions

Yashika Tangri
January 8, 2024
12
min read

As an event organizer, you've likely felt pressure to ensure everything goes smoothly on the big day. The best way to get started is to ensure an smooth entry process that sets the tone for the entire event.

After all, the last thing you want is a multitude of agitated attendees lamenting long queues and cumbersome ticket verification procedures.

But what if you could harness the power of technology to provide a smooth entry experience for guests and staff without compromising the event's security or integrity?

Fortunately, the advancement of ticket-scanning solutions has made it possible to achieve just that. These powerful tools can vastly improve the entry process, leaving your guests with more time to enjoy the event  and you with more time to focus on other aspects of event management.

In this blog post, we'll explore the details of ticket scanning solutions, guiding you through the different types available. We’ll also explain the benefits these tools can bring to your events.

Let's get started.

A. Understand the different types of ticket-scanning solutions for Smooth Entries

There are several types of ticket-scanning solutions in the market today. Each offers unique capabilities and different levels of complexity. 

Let's look at a few of the most common options:

1. Handheld scanners

These portable devices are the most common type of ticket scanners today. They are easy to use, requiring staff to aim the scanner at the ticket to register it. Typically, they are battery-operated and thus highly mobile, perfect for large venues or entry points spread across a wide area.

2. Mobile scanning apps

Mobile scanning apps have become increasingly popular as people switch to digital tickets. These apps turn any smartphone or tablet into a powerful ticket scanner that staff can use anywhere. This option saves on hardware costs and integrates seamlessly with digital ticket platforms for real-time updates and sales tracking.

3. Kiosk scanners

Ideal for collecting passes at the entrance, kiosk scanners are majorly used by  self-service attendees. You can set up a kiosk to scan and cross-verify tickets effortlessly. This reduces entry time and improves efficiency, especially at larger events.

4. Wearable scanners

Wearable scanners provide a hands-free ticket-scanning experience, mainly worn on wrists by event staff. They streamline the scanning process through advanced features like multi-ticket scanning, reducing wait times and enhancing attendee satisfaction.

5. Facial recognition scanners

Facial recognition scanners authenticate attendees' identities by comparing their facial features against those linked to digital tickets. This technology can offer added security and help create a high-tech image for your event.

Each solution has distinct features, making it more suitable for certain scenarios than others. Identifying which scanning solution best matches your event's requirements is the first step toward achieving a smooth and seamless entry process for your attendees.

B. Identify your event's specific requirements

Selecting the right ticket-scanning solution hinges on understanding your event's unique needs and constraints. 

Here are some crucial factors to consider for smooth event entries:

1. Size of the event

Are you hosting a low-key local concert or a massive international convention? The size and scale of your event will heavily influence the kind of scanning solution best suited for you.

Larger events require advanced capabilities like bulk scanning and real-time reporting, while simple, cost-effective solutions better serve smaller events.

2. Type of tickets

Your ticket format matters, too. A handheld scanner might serve you well if you're all about the traditional hard-copy tickets. Conversely, mobile scanning apps could be your perfect match if you've embraced digital tickets.

3. Location and venue layout

Every venue has its quirks. Multiple entries, tight gates, outdoor settings – each factor might dictate the need for specific scanning solutions over others. For example, various entries might necessitate portability, favoring mobile apps or handheld scanners.

4. Budget

High tech shouldn’t always mean high cost, but it's important to remember that prices for ticket scanning solutions can vary widely. Keep your budget in mind, and remember – investing in a solution that might be more expensive upfront could save you money (and headaches) in the long run.

5. Tech-savviness of staff

You'll want a solution your team can use confidently and accurately. Take a good look at the technical capabilities of your staff before selecting an overly complex ticket-scanning system.

Remember, the goal is to provide a seamless entry experience for your participants, and your ticket-scanning solution is pivotal in deciding that. Evaluate your specific needs carefully and choose a solution that balances efficiency, security, and usability.

C. Select the ideal Ticket-scanning solution

Once you've assessed the requirements of your event, the next step is to choose the right ticket-scanning solution. This process involves comparing different systems, weighing their pros and cons, and determining which aligns best with your event's unique needs and your team's abilities.

An important consideration is to ensure that the solution you select integrates well with your ticket creation and distribution method. One platform worth considering is Ticket Generator, which not only aids in creating and distributing tickets but also offers advanced ticket validation features. It is an all-encompassing solution catering to all elements of the ticketing process, making it an efficient choice for event managers seeking seamless integration and simplicity.

Ticket Generator also has a mobile scanner, which you can use to scan tickets on-site and check attendance quickly. This customizable solution allows you to create your ticket templates with custom branding.

Budget constraints may also play a part in your decision. While considering initial costs, remember potential long-term costs like updates, maintenance, and staff training. In this regard, investing in a comprehensive platform like Ticket Generator that combines several steps of the ticketing process into one streamlined platform could result in overall cost savings.

Likewise, think about the future. Opting for a scalable solution to handle your events' growth and changing dynamics is always smart. Technologies like mobile scanning apps or facial recognition scanners offer adaptability and flexibility that may serve you well as your event ambitions evolve.

D. Implement the chosen ticket-scanning solution

Once you've selected the right ticket-scanning solution for your event, it’s time for execution. If you’re using Ticket Generator, you can use the mobile scanning app immediately.

But if you choose other options, you’ll have to strategically integrate the system into your entry process and ensure your staff are well-versed in handling it.

Here's how to proceed:

1. Integrate the ticket-scanning solution

Start by allowing for a smooth integration of the scanning solution with your event infrastructure. You should ensure your selected scanning solution and your ticketing system are compatible. This process becomes much easier if you're using an all-in-one platform like Ticket Generator. It has ticket creation and scanning elements built to work seamlessly together to make your work a little easier.

2. Set up the scanning posts

Plan your entry points and designate scanning posts based on your venue layout and the volume of attendees. Ensure these posts are staffed with trained personnel who can operate the scanning devices efficiently.

3. Train your staff

This is one of the most critical aspects of the implementation process. Your staff should be well-acquainted with the functioning of the scanning system to avoid entry delays and discomfort to the attendees. Your solution provider should be able to offer robust training materials or support in this regard.

4. Run a trial

Before the actual event, do a dry run with your team. This will help you spot potential roadblocks and adjust your plans accordingly. Validate a set of dummy tickets using your new system to ensure successful scanning.

Successfully implementing your chosen scanning solution can elevate the attendee experience, shorten queues, and reduce friction at entry points. So, take the time to effectively integrate and test the system before your event goes live.

E. Monitor and optimize the ticket scanning process

Once you’re done implementing your chosen ticket-scanning solution, you should monitor and continually optimize your ticket-scanning process during the event. 

Here's how you can approach this phase:

1. Gather real-time data

Make use of any real-time analytics your ticket scanning solution might offer. Ticket Generator, for instance, provides real-time validation data, which can help you monitor entry rates and identify potential bottlenecks.

With Ticket Generator’s Event Analytics, you can track ticket sales by quantity and revenue, allowing you to monitor progress and make necessary real-time adjustments. It offers detailed insights into your audience's buying behavior, including:

  • Peak purchase times
  • The most popular ticket types
  • Source of ticket sales

These details are conveyed directly via email or through social media channels.

2. Identify challenges

Pay special attention to any recurring issues or delays in the ticket scanning. This could mean your staff having difficulty handling the scanner, a specific scanning post getting overcrowded, or technical issues with the scanning device.

3. Resolve issues quickly

The key to handling challenges is responsiveness. Train your staff to operate the scanning solution and navigate common problems they might encounter.

4. Feedback from participants

After your event, reach out to the attendees for their feedback. Find out if they were satisfied with the time it took to enter or if they faced any problems. Participant feedback is a valuable tool in identifying areas of improvement.

5. Continual optimization

Use the data you've gathered and the feedback received to improve continuously. This could mean tweaking the number of scanning posts, conducting additional staff training, or changing how you set up the ticket scanning process.

The main goal is to ensure your ticket scanning process is always efficient, smooth, and painless for your team and attendees. Through monitoring and optimization, you'll be able to continually improve your event experience and set a high standard for future events.

Conclusion

Implementing a successful ticket-scanning solution for a smooth and seamless event entry is a process that requires careful consideration and planning. Reflecting on this five-step process, it's clear that each step is integral to achieving the best results.

A successful entry is about more than just getting attendees in the door. It's the initial tangible interaction your participants have with your event and sets the tone for what's to come. A smooth, streamlined entry process minimizes stress for your team and positively affects attendees' perception of the event, enhancing their overall experience and satisfaction.

Ticket Generator can help you develop a ticketing system that streamlines your entry process, allowing you to focus on other aspects of the event. 

Generate your first 10 tickets now with Ticket Generator; it's on us. 

Yashika Tangri

Yashika Tangri is an amazing marketing manager who operates from Trycon Technology's Noida office. Her name signifies success and fame, and she has certainly lived up to these expectations.

At work, Yashika is a highly efficient digital marketing organizer and a source of inspiration to her colleagues with her positive demeanor and professional work ethics. Despite being a lifelong student of science, Yashika decided to pursue a career in marketing in 2018.

After work hours, Yashika enjoys creating new playlists on Spotify, and she is an avid reader who finds solace in escaping reality through the pages of mythology books.