Event check-in made easy: 8 expert tips from Givebutter staff

While every other part of your nonprofit’s fundraising event should feel special, your check-in process should run so smoothly that guests barely notice it. The check-in experience is often your guest’s first impression, and your organization deserves to make a great one.

Ready to nail your event check-in and elevate the attendee experience? 

These essential (and easy!) best practices come with estimated effort levels and resource needs, so you can work smarter, not harder.

1. Send out pre-event information ✉️

Tackle as many aspects of registration as you can before your event. For example, if you’re hosting an auction, send guests a registration link ahead of time—giving you one less thing to coordinate during event check-in. 

Don’t forget to send directions, parking info, and any other important arrival details in advance so guests can easily make their way to the event entry point. 

💪 Effort Level: Medium

🌲 Resources needed: Your event landing page should be the central hub for everything your participants need to know about your event, and with workflow automation, you can customize the flow of communication leading up to and well after the event. 

More to explore

The ultimate nonprofit event planning template →

‍2. Check the internet connection 📡

If your check-in process involves QR code scanning, a credit card reader, or any other web-based technology, check with your event venue beforehand to ensure you’ll have a strong internet connection. If the wifi is weak or likely to get bogged down, consider bringing your own hotspot or other portable internet connection. 

Always come prepared with a backup plan for manual check-in, just in case your connection fails. (More on this below!)

💪 Effort Level: Low

🌲 Resources needed: Strong wifi and a solid mobile app for streamlined check-in, ticket scanning, and on-the-spot donations.

3. Use multiple lines 🧑🤝🧑🧑🤝🧑

Avoid long lines and reduce wait times to start your event experience strong by splitting your attendee check-in area into multiple lines, such as:

• VIPs or tiered ticket holders
• Attendees with pre-purchased tickets 
• Guests purchasing tickets at the door  

Fundraising Event Expert Samantha Swaim offers a helpful equation: 

Use one registration station per 75 guests, and make sure every check-in kiosk is equipped to help every attendee. Set up a separate help station with a designated person to help with any issues that come up. That way, you don’t have to worry about holding up the line to get answers to your questions or troubleshoot problems.

💪 Effort Level: High

🌲 Resources needed: Plenty of volunteers who can check in guests directly from their phones and accept last-minute payments on the fly with Tap to Pay. Don’t forget to bring spare phone chargers so no one gets slowed down by a low battery!

4. Prepare attendees 🗣️

Set your guests up for success before they even reach the check-in table. 

If short lines form, use the wait time to your advantage: have volunteers greet guests, help them locate their tickets, and explain how they can stay involved throughout the event.

One easy way to build excitement early? Showcase your fundraising progress on a live display screen. Volunteers can point guests to a big screen or tablet that highlights real-time donations, supporter names, and scan-to-donate options—keeping everyone energized and ready to give.

💪 Effort Level: Medium

🌲 Resources needed: Friendly volunteers, your live display page on a TV, projector, or tablet.

5. Have a backup plan ✏️

Sometimes, technical difficulties occur that are beyond your control. It’s important to have a backup plan. Prepare a list of all attendees (with multiple copies!) so you can manually check in guests if necessary. With Givebutter, it’s easy to export this guest list and upload offline check-ins to update your dashboard once you’ve reestablished connection. 

💪 Effort Level: Medium

🌲 Resources needed: Donor management software, like Givebutter's built-in CRM, keeps all of your data organized under one roof.

We host our events through the platform, and it’s made tracking event attendees and ticket sales/check-in a breeze! —Givebutter user

6. Provide sun cover 🌞

If guests will be waiting outside, be sure to offer adequate shade. This helps keep attendees safe and comfortable. Plus, it’ll be much easier for them to view and access their event tickets.  

💪 Effort Level: High

🌲 Resources needed: Portable tents or gazebos

7. Train your volunteers 👐

Don’t assume your volunteers know everything already—give them the training they need to be the friendly face of your event. Appoint one or two experienced volunteers who know your organization well to act as point people and troubleshoot any issues. 

“Train all your volunteers at once,” recommends Samantha Swaim. “This way, everyone knows what to do, and you don’t have to worry about training volunteers 20 different times.” She suggests gathering all volunteers a few hours before the event to save time and keep responsibilities clear.

💪 Effort Level: Medium

🌲 Resources needed: Keep in touch with your volunteers using Givebutter’s built-in marketing and engagement tools. 

Learn more

Volunteer management made easy: Follow these 4 key steps →

8. Be thoughtful about the flow of check-in 🚣‍♀️

Put yourself in your guests' shoes and imagine every aspect of your check-in process from beginning to end. Draw from your own experiences attending fundraising events and consider small tweaks to improve flow. 

For example, if you’re handing out swag bags, station your swag table after coat check-in so your guests aren’t weighed down with bags while removing their coats. 

💪 Effort Level: Low

🌲 Resources needed: Brain power: Ask your team members for a second opinion!

Run a seamless event with Givebutter

The best check-in experiences are the ones no one notices—because everything just works. With the Givebutter mobile app, you can scan tickets, sell at the door, track donations, and get real time updates—all from your phone.

Available for iOS and Android, the Givebutter event check-in app is free for nonprofits—and helps you keep your event running effortlessly, from the first guest arrival to the final donation.

Sign up for your free Givebutter account today and transform your events from start to finish.

FAQs: Top questions on event check-in for nonprofits

What is event check-in software? 

Event check-in software allows attendees to purchase event tickets and check in to an event, so your organization can keep a record of who attended. Platforms like Givebutter combine check-in features with fundraising, marketing, and CRM tools, so you can seamlessly manage all aspects of your nonprofit. 

What is the best event check-in software? 

Givebutter is an all-in-one nonprofit fundraising platform with event management tools and easy check-in features for virtual, hybrid, and in-person events. Platforms like Givebutter help you streamline operations by keeping all your event and donor data in one place. 

How do I create a QR code for event check-in? 

First, you’ll need to choose your QR code generation software—many event management platforms, like Givebutter, have this capability built in. Next, you’ll need to enter event details like the name, location, and description. Many tools also let you customize the look of your QR code to match your branding. 

What are some event check-in tips? 

Offer multiple lines for attendees, train volunteers well, and ensure a strong internet connection to create a smooth and efficient check-in experience. Put yourself in your guests’ shoes and think through the entire experience. Use a free event check-in app like Givebutter to keep everything organized.