It’s been a month since In2event joined the Eventix ADE Hub at the Amsterdam Dance Event (ADE) 2024. This year, our collaboration with Eventix, SJEF, Appic, Fanalists, and EB Live offered event organizers a one-stop-shop for resources and event tech.
While there was plenty of networking and exchanging ideas at the ADE Hub, one highlight that stood out was our panel talk about entrance management: “First Impressions Matter: Streamlining Event Entrance and Accreditation.”
The perfect first impression: Why entrance management matters
Imagine stepping into an event. The line moves quickly, the check-in is seamless, and the vibe is welcoming—you’re excited and ready to dive in. That’s what we talked about: why those first few minutes are make-or-break for the attendee experience.
Moderated by Bo Prenger from Het Klassiek, the panel featured a mix of experienced voices:
- Bart van de Klundert from This is Live, an IT manager and accreditation specialist who’s worked on major events like Paaspop.
- Willem Pelle, from SJEF and E-Lockers, specialises in entrance flows.
- Our own Sjoerd Staal, founder of In2event, who brought his years of experience in optimizing event processes to the discussion.
Everyone agreed: the entrance sets the tone for the entire event. Bart emphasized that when guests and artists have a smooth and welcoming entry, they’re more forgiving of any unexpected hiccups later on. Sjoerd added his perspective from the tech side, discussing how real-time data from check-in points can turn a potential bottleneck into an opportunity for organizers to impress.
Smart strategies for crowd control and flow
Ccrowd control can be chaotic, but it doesn’t have to be. Our panelists shared tips that can make a massive difference:
- Clear signage: Bart’s golden rule is simple yet powerful—clear, bold signage. Most of the times, VIP, guest, crew and artist check-ins are separate. When attendees know where to go, they feel more relaxed and the line moves faster.
- Make the boring part fun: Paaspop’s use of photo walls at entry points is a great example of turning an unavoidable wait into an engaging moment. Whilst waiting, can look at the photo memories from past festival years.
- Preparation: Another key theme during the panel. Our panelists discussed how entrance management begins long before the event day—mapping out routes, communicating directions, and ensuring every piece of technology integrates seamlessly.
Real-time data allows organizers to adjust. By monitoring check-in data in the In2event Mission Control, for example, you can deploy extra resources when you need them most, ensuring attendees don’t spend precious time waiting. A sufficient amount of check-in points can make a world of difference in crowd flow and attendee satisfaction.
Why we value sharing industry knowledge
What we took away from ADE goes beyond the technicalities. This panel was a reminder that, in the events industry, sharing knowledge is vital for progress. Whether you’re a seasoned event organizer or just starting out, insights from different perspectives help refine our collective approach.
The response we received at ADE—especially from the diverse audience of event professionals and enthusiasts—was both motivating and enlightening. At In2event, we’re always eager to be part of conversations that move the industry forward. One month later, we’re still energized by the discussions, connections, and ideas shared at ADE Hub.
Feel free to explore our thoughts on guest management, volunteer coordination, and more to see how we can elevate your next event.
