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On-Arrival Event in a Box-Best Practices

  • 1.  On-Arrival Event in a Box-Best Practices

    Posted 25 days ago
    We are brand new to OnArrival Event in a Box.  One event down so far (and it went great!).
    What are some best practices from our road warriors out there? What have you learned?

    Maribeth Bluyus
    Edelman Financial Engines

  • 2.  RE: On-Arrival Event in a Box-Best Practices

    Posted 20 days ago
    Welcome to the world on OnArrival! We started using it about 3 years back and love it.

    We always try and make sure we have enough badge paper connected together (not breaking it apart for storage which someone accidentally did on or team once!) so it's easier to keep running without having to keep realign and reset the paper.

    Even if we have a wireless router we still try and ensue we have a hardline if we can because you just never know!

    The machine prints much faster than people type so if you have quite a few people then it's really helpful to have 2-4 ipads per printer.

    The printers with the cutters are a god send! So much easier than trying to rip.

    Rachel Sigley
    Tata America International Corporation

  • 3.  RE: On-Arrival Event in a Box-Best Practices

    Posted 19 days ago

    I love Rachel's tips on the printer and paper! We typically do an assembly line with two iPads and two or three staff, because often the printer/badge area is what will bog you down.

    Staff 1

    1. Please check in on the iPad, using the first few letters of your first or last name
    2. Does everything look correct? If not, you can edit it.
    3. Sign with your signature and submit.

    (explains where meeting room, restroom and breakfast are located)

    Staff 2

    (tears off name badge from printer, inserts in badge holder and hands to attendee)

    Staff 3

    (hands them their educational materials)

    We also try to keep our event planner free, so that if someone arrives who isn't registered, or if someone came in the place of someone else, she can get that updated on her laptop in real time and then have that person start down the assembly line :). 

    Lori Wildman
    Senior Marketing Manager
    DuCharme McMilllen & Associates

  • 4.  RE: On-Arrival Event in a Box-Best Practices

    Posted 19 days ago
    Always check with the venue to make sure their internet capabilities are able to support EIB. Always set up and test the internet on site with EIB with plenty of time to trouble shoot and make sure it runs seamlessly.

    Julie Schnepp
    Conference Coordinator
    Acton Institute

  • 5.  RE: On-Arrival Event in a Box-Best Practices

    Posted 19 days ago
    Not IEB specific, but we use our own MiFi and don't give out the password to anyone!
    That way our wifi printer is always configured properly to our iPads for printing.
    I can test everything in the office before being on site.

    If using dedicated hotel wifi, password definitely needs to be locked down.
    And free wifi really suffers when overloaded.

    We did an outdoor event in Pittsburgh. Tens of thousands in attendance.
    The cell site was overloaded. We weren't able to connect to cvent at all. And our square account charges had to be done all offline.

    Steven Schlossman
    Jack of all trades. Master of none.
    BMW Car Club of America

  • 6.  RE: On-Arrival Event in a Box-Best Practices

    Posted 15 days ago
    I always use conditional badge logic, so always test your logic thoroughly in advance!

    Also, using the dynamic font sizing can be tricky and render some super long names nearly unreadable (in small font). I do an export of names and use the Excel formula for length, =len(), to find out how long the names are to decide if I need to break first and last names onto separate lines, and choose a non-dynamic font size to ensure all names are readable on the badges.

    Also, have a spare iPad of your own with the reg website up in case you need to have someone register onsite or modify his/her registration. They can move aside, do what they need to do on the spare iPad, and then get jump to the front of the badge line to quickly get his/her badge.

    Brenda Ainsburg
    Channel Program Manager
    Siemens Aktiengesellschaft
    United States

  • 7.  RE: On-Arrival Event in a Box-Best Practices

    Posted 14 days ago
    We purchased the large EIB, which comes with 4 ipads. We end up using all the ipads for check-in so we purchased an additional iPad to use as the admin device for reprints during the busy check-in periods. I have an iPhone and have also used it as another back-up admin device.

    Selina Lara
    Meetings Assistant