Event Registration & Check-in Equipment Rentals

The cornerstone of a thriving meeting or event is event registration. A seamless and user-friendly registration experience is crucial because it’s the first impression attendees have of your event and can impact their satisfaction. While there isn’t a one-size-fits-all approach to devising a winning event registration strategy, there are tried-and-true methods to deliver an exceptional registration experience and attract traffic to your registration page.  To achieve this, you’ll need the right software and equipment.  When it comes to event registration equipment rental, you’ve come to the right place.  We carry a wide variety of equipment to support your event registration and attendee check-in needs.

Popular Event Registration Equipment

Registration Equipment Rentals Customized For You

As our tag line says “Not Just Equipment”.  We’re here to help.  Not only will we rent you the equipment, we can customize it just for you.  Customization options includes:

• App installation
• Personalized settings
• Branded wallpaper
• Device restrictions
• And a lot more

With your equipment vendor handled, you’re next step is selecting an event registration software or platform.

Selecting The Best Event Registration Software/Platform

When it comes to organizing your event, the key ingredient is reliable event registration software platform. This critical registration component not only enables attendees to register and you to track attendance, but also holds the key to your successful event planning.  Although selecting the right software can be a daunting challenge, the good news is that with a little guidance, it can actually be an engaging and even exciting process. By knowing what features and benefits to look for, you’ll be on your way to hosting a memorable event in no time.  Consider these tips to help you find the right platform for your needs.

Determine Your Budget

It is essential to determine your budget right from the start, as it can help focus your search and identify what is attainable. This crucial number is also handy when dealing with the registration software developers. The good news is that there are excellent event registration software options and packages available at just about any price point.

Identify Your Objectives

To discover the ideal registration app, begin by listing the characteristics you desire in a registration app. The more detailed your list, the better. Review your current planning processes to identify features you appreciate or dislike. Additionally, take into account feedback from past attendees and your goals to advance. Perhaps, you want to shorten attendee registration time or develop a more comprehensive mobile app. After creating the list, it’s time to commence your quest.

The Search

In this digital age, it’s no secret that Google’s your go-to for information hunting. But, hold up before you hit enter on that search for “Best event registration apps”! While those search results might seem legit, they might just be the results of app developers with a knack for search engine optimization. So, let’s take things up a notch. Check out event industry review sites, get recommendations from your colleagues – just like you would for a trusted doctor or car mechanic. Heck, we’re here to help you too! Having worked with many of the top event registration apps and a diverse set of clients, we can even hook you up with some of our clients to get their opinion.

Event Registration App Features

While keeping your objectives in mind, here’s some features that you might want to consider to help you achieve them. 

Time saving features

• Template creation and cloning options help planners save time by making registration setup a breeze.   
• Attendee categories allow for multiple registration workflows for even the most complex events.
• Multilingual and multi-payment options help streamline global events

Reporting Features

The inclusion of reporting and analytics capabilities facilitates meeting planners to easily track registration numbers and stay on top of meeting progress.

Integration features

Modern-day registration platforms offer functionality beyond that of the past. They seamlessly connect with CRMs, email marketing, websites, travel and expense management systems, payment processors, and more. This offers a wide range of possibilities in event execution.

Customization

How customizable is the software?  Many developers provide custom programming that can tailor the software specifically to your needs. This includes crafting bespoke event registration pages or APIs that seamlessly connect to your internal systems.

Data features

For improved data analysis, it’s important to have an event registration platform that can help you set up key benchmarks and provide real-time tracking. Nowadays, most platforms offer interactive visual reports that you can effortlessly share with your team.

Support

While choosing an event management platform, it’s fundamental not to overlook support. One must ensure the support team is available and experienced enough to cater to their needs 24/7. You don’t want to find yourself in a situation where support is hard to come by and there’s nobody to assist you in case of an emergency.

Mobile friendly

Ensuring that your registration platform is mobile-friendly is crucial. Given today’s widespread smartphone ownership, mobile event apps present a convenient way to engage with your attendees and facilitate registration for your event. By having attendees register through your mobile app, you can now offer them customized registration paths as well as personalized communications before, during, and after your event. To top it off, you can even integrate a chatbot into your mobile event app to enable attendees to conveniently seek answers to any questions they might have about your event.

Top Registration Software/Platforms

Having gained insight on what to look out for, it’s time to explore some of the most widely used registration applications. Our broad clientele trusts these apps extensively.  Are you eager to know more?  Let us introduce you to some of our clients who can give you a firsthand account of their experience!

• Stova – Stova (formerly MeetingPlay + Aventri + Eventcore) is a cloud-based event management platform that offers event registration, ticketing, onsite check-in, and mobile event apps. It also includes features such as event websites, email marketing, surveys, and reporting. Aventri is known for its robust event management capabilities and is popular among enterprise-level organizations.

• Eventbrite – Eventbrite is a popular event registration platform used by organizers of all sizes. Its features include customizable registration pages, ticketing, payment processing, attendee management, and marketing tools. Eventbrite offers a range of pricing plans, from free to custom pricing for larger events.

• Cvent – Cvent is a cloud-based event management platform that offers event registration, ticketing, onsite check-in, and mobile event apps. It also includes features such as email marketing, surveys, and reporting. Cvent is known for its robust event management capabilities and is popular among enterprise-level organizations.

• RegFox – RegFox is a user-friendly event registration platform that allows event organizers to create custom registration pages, sell tickets, and collect payments. It also includes features such as data reporting, automated email notifications, and the ability to add custom questions to the registration form. RegFox offers a range of pricing plans, from pay-as-you-go to custom pricing for larger events.

• Eventzilla – Eventzilla is a simple and affordable event registration platform that offers features such as ticketing, registration pages, payment processing, and attendee management. It also includes marketing tools such as email campaigns and social media integration. Eventzilla offers a range of pricing plans, from free to custom pricing for larger events.

• Accelevents – Accelevents is an end-to-end event management platform including registration, check-in/badging, attendees apps, and exhibitor/speaker management with robust integrations to CRMs and other tools.

Mobile Check-In Apps

Gone are the days of paper-based registration lists and manual check-ins. Mobile check-in apps make the check-in process faster and more efficient. Mobile check-in apps for event registrations work by allowing attendees to check in for the event using their mobile devices, such as smartphones or tablets. These apps typically require attendees to download the app onto their mobile device and creates an account with their registration information.

Once an attendee has downloaded the app and logged in, they can use the app to check in for the event. This is typically done by scanning a QR code or barcode that was included in their registration confirmation email or printed registration materials.

When an attendee scans their QR code or barcode using the app, their registration information is automatically retrieved and their check-in status is updated in real-time. This allows organizers to quickly and easily track attendance and manage the check-in process.

Mobile check-in apps can also provide attendees with other helpful features, such as access to event schedules, maps, and exhibitor lists. They can also be used to send push notifications to attendees with important updates or information about the event.

Overall, mobile check-in apps can help streamline the check-in process for event registrations and provide attendees with a more convenient and efficient experience.

Event Kiosk Check-In

A kiosk can be an effective solution for event registration, providing a centralized location for attendees to check in, obtain badges, and receive important information about the event. Some benefits of using kiosks for event registration include:

• Increased Efficiency: Kiosks can help speed up the registration process by providing a self-service option for attendees to check in, reducing wait times, and allowing attendees to move quickly through the registration process.
  
• Improved Data Accuracy: Kiosks can reduce the likelihood of errors in registration data by providing a standardized process for attendees to input their information.
  
• Greater Control: Kiosks provide event organizers with greater control over the registration process, allowing them to monitor the number of attendees, track attendance in real time, and make changes to the registration process if necessary.
  
• Increased Security: Kiosks can be equipped with security features such as barcode scanners, ID verification, and cameras, helping to ensure that only registered attendees are able to gain access to the event.
  
• Enhanced Branding: Kiosks can be customized to include branding and messaging that aligns with the event’s theme and purpose, helping to reinforce the event’s branding and messaging.

Overall, using kiosks for event registration can provide a streamlined and efficient process for attendees while providing event organizers with greater control and data accuracy.

Badge Printer Rentals

Another essential piece of equipment you need for event registration is a badge printer. Badge printers allow you to print attendee badges on-site, making it easier for attendees to identify themselves and for event organizers to track attendance. Badge printers come in different sizes and styles, from small desktop printers to large, industrial-grade models.

The type of badge printer you choose will depend on your specific needs and the size of your event. Here are some of the most common types of badge printers used for event registration:

Direct thermal printers – Direct thermal printers use heat-sensitive paper to print badges. These printers are compact and affordable, making them a popular choice for small to mid-size events. Direct thermal printers are easy to use, and the badges they produce are durable enough to last for the duration of the event.

Thermal transfer printers – Thermal transfer printers use a ribbon to transfer ink onto the badge material. These printers produce high-quality, long-lasting badges that are ideal for large events or events that require badges with high-quality graphics. Thermal transfer printers are more expensive than direct thermal printers, but they offer better print quality and durability.

Inkjet printers – Inkjet printers use ink cartridges to produce badges with high-quality graphics and vibrant colors. These printers are a good choice for events that require high-quality graphics or badges that need to stand out. However, inkjet printers are not as durable as thermal printers and may not be suitable for events that require badges to last for several days.

Laser printers – Laser printers use toner to produce high-quality badges with crisp text and graphics. These printers are a good choice for events that require badges with high-quality text or logos. However, laser printers are more expensive than thermal printers and may not be as fast or as easy to use.

RFID printers – RFID printers are the ultimate solution to printing intelligent badges with RFID inlay. Not only do RFID printers allow swift check-ins for event attendees and real-time insights into crowd movement, but they also combat the use of counterfeit tickets. Furthermore, RFID technology paves the way for sponsors to connect in innovative ways with guests. The possibilities are endless!

When renting a badge printer for event registration, it’s important to consider factors such as print quality, speed, durability, and cost. You should also choose a printer that is compatible with your registration software and any other equipment you plan to use, such as mobile check-in apps or lead retrieval systems.

Wi-Fi and Internet access rentals

Finally, to manage event registration for an event, you need reliable Wi-Fi and internet access. Attendees will likely use their mobile devices to register and check in, and exhibitors will need internet access to retrieve leads and connect with attendees. Make sure to test the Wi-Fi and internet access before the event to ensure there are no issues during the event.

Registration software, mobile check-in apps, badge printers, lead retrieval systems, and Wi-Fi and internet access are all essential components of a successful event. By utilizing these technologies, you can streamline the registration process, improve attendee experiences, and make the event more successful overall.

Conclusion

Managing event registration for an event requires the right technology and equipment.  Renting equipment for event registrations at an event can be beneficial for several reasons:

• Cost savings: Renting equipment can be a cost-effective option, especially for small events or when specialized equipment is needed. Renting can also help avoid the costs associated with purchasing, maintaining, and upgrading equipment.
  
• Flexibility: Renting equipment can provide more flexibility in terms of the types and quantities of equipment needed. This can be particularly useful for events with fluctuating attendance numbers or changing registration requirements.
  
• Technical support: Rental companies often provide technical support and troubleshooting services, which can be beneficial if any issues arise during the event. This can help ensure that the registration process runs smoothly and that attendees have a positive experience.
  
• Scalability: Renting equipment allows organizers to easily scale up or down based on the needs of the event. This can be useful for events with fluctuating attendance numbers or varying registration requirements.
  
• Access to specialized equipment: Rental companies often offer a wide range of equipment options, including specialized equipment that may not be available for purchase. This can be particularly useful for events with specific registration requirements or unique technical needs.

Renting equipment for event registrations at an event can provide a cost-effective, flexible, and scalable solution that can help ensure a smooth and successful event.  Contact us today for all your event registration equipment rental needs.