At Rumor, we've produced some of the world's most exclusive events, and we've compiled our go-to checklist to help you ensure a seamless, elevated guest arrival experience.
Wifi
Ensure a dedicated private network for check-in devices only. Avoid relying on public Wi-Fi.
Test Wi-Fi coverage in the check-in area prior to event start.
If possible, secure a backup hotspot.
Devices & Check-In Stations
Recommended Device-to-Guest Ratio: 1-2 devices per 100 expected guests.
All devices should be on the latest iOS update (18 or above).
Tablets or smartphones should be fully charged and updated.
Confirm all devices are logged in and Wi-Fi is working.
Enable "Do Not Disturb" mode to prevent interruptions.
Bring chargers and backup battery packs.
Umbrellas or tents for daytime events help prevent glare on check-in screens and make QR code scanning easier.
Check-In Staff
Recommended Staff-to-Guest Ratio: 1 staffer per 75-100 guests at peak arrival.
Staff should be trained on the check-in app and flow in advance.
Assign a "Floater" to troubleshoot any escalations without holding up the main line.
Check-In Layout & Infrastructure
Provide a minimum of one table per 2 staffers.
Ensure each table has at least 2 chairs.
Have access to electricity near check-in for device charging.
Consider portable heaters if the check-in area is outdoors or exposed to cooler weather.
Design a clear flow with bike racks or barricades to organize lines.
Allow for VIP / Fast Track / +1 lines if needed.
Credentials
Create a credential sheet to be shared with security and the check-in team to reference if needed.
Pre-sort any wristbands, badges, or gift bags.
Have a credential box system for fast retrieval.
Label all boxes clearly by guest last name or ticket type.
Security
Check in with security on the following:
The credential sheet
Wristband/lanyard types
Best practices for holding the line to avoid overflowing the check-in team.
Closing the door when an event has reached capacity.
Signage & Wayfinding
Place clear, visible signs leading to the check-in area from major entry points.
Signs should be branded but legible at a distance.
If the venue is large, use "Check-In This Way" directional arrows.
Event Announcements
Utilize Rumor’s in-app "Announcements" feature to:
Share check-in open times.
Share a venue map to help guests find their way.
Send real-time updates such as time or location changes (ex: weather contingency).
Final Check-In Walkthrough
Conduct a "mock check-in" 1 hour before doors open.
Rehearse different guest scenarios: name not on list, VIP arrival, etc.
If you have any questions, the Rumor team is always here to help you prep!
For additional support, contact us at support@therumor.com.