Interacting With Attendees the Day-Of Event
It's an exciting day - your event is going to begin soon! In the midst of your hectic schedules and last minute problems, don't forget about the reason your event was made - for attendees. You can have everything else ready, but if your attendee is angry because the line took too long and they had to wait in the rain or blazing sun, they will not enjoy your event. You could have the greatest lineup of all time, and they still will leave with an unhappy mood.
One way to fix this is by having proper channels for checking in guests, as well as for handling guests who want to pay at the door.
Today we will talk about how to handle guests who want to pay at the door.
Firstly, it's much easier to take card purchases than to handle cash. Cash can miscounted, or even worse, stolen! It's much harder to just steal money from a card. In fact, it's probably impossible. You're not likely to give volunteers access to your bank account info, after all.
So, how do you go about this? You'll need to get some sort of point of sale to handle debit and credit card sales. One of the most popular options is a Square or Stripe card reader. Both of the options are very easy to use, and are sure to be strong options.
If you're using an online ticket sales software, you might have access to a point of sale hardware that the company offers. Eventbrite and Ticketbud are two companies that offer such an option to their organizers. This can sometimes be even better, as their point of sale can input the sales directly to your entire event registration interface. It will also help streamline channels, so you can see all of your data in one place.
Firstly, it helps to know how many tickets you have sold, and how many you have yet to sell. If you notice that a lot of your tickets remain unsold before your event starts, don't fret - people might be walking up instead. Knowing how many remain unsold will tell you how many people you will need to have ready.
You should try and have at least 1 volunteer per every 50-100 people who you believe is going to pay for a ticket at the door.
You may also want to have separate lines stating that your volunteer will be accepting card or cash transactions. This will further help streamline things. So then, you can 1 volunteer for each 50-100 people who will be paying in a certain method. Nowadays, you can expect about a 50/50 split, although some areas might be more card heavy or cash heavy. Do some research beforehand to learn about your target market's purchasing habits. Millennials, for example, are unlikely to have cash on hand.
One thing to watch out for when using point of sales and phones is for their battery life. If it is cold out, batteries will drain faster. If your event is quite large, it will pay to have chargers and backup equipment nearby. Point of sale scanners might also have batteries - please be sure to have these all charged up and ready to go.
Also, make sure you have a secured wifi solely for use by people checking in and using point of sale devices. It will speed things up.