Event accreditation checklist

1. Categories

• List every category: attendee, speaker, partner, press, VIP, organiser, technical crew, volunteer.
• For each category, decide who approves it. Press is often approved by communications, partners by sales.
• Decide whether people choose their own category or the organiser assigns it. For press and VIPs the organiser always assigns it.

2. Zones

• Mark every zone on the floor plan: main hall, VIP area, press area, backstage, partner area.
• Make a table: which category gets into which zone.
• Give each zone a responsible person and an access method: security checks the colour, or a QR scan.

3. Registration and approval

• The form collects only what accreditation needs: first name, last name, company, job title, category. For press, also the outlet.
• For categories that need approval, people get an "Application received" email, and the QR ticket only after approval.
• Set an application deadline. After it, new applications are approved manually only.
• If the event needs an ID check, decide who checks it and how at the entrance. Do not collect document numbers if you can avoid it.

4. Badges

• Each category has its own colour, visible from a distance.
• Zones are marked on the badge with letters or icons if security checks by eye.
• The badge prints on arrival. Then a changed category or zone ends up on the badge automatically.
• Spare badges and a printer at the accreditation desk.

5. The event day

• Security and volunteers got the category and zone table before opening.
• There is one person who can change a category on site. Not five.
• A separate path for speakers and VIPs, so they do not stand in the general queue.
• Check-in works offline.
• It is clear which category walk-in guests get.

6. After the event

• A report by category: how many accredited, how many came, how many did not.
• A list of press attendees for the communications team.
• A data retention period in line with your privacy policy. Data you no longer need is deleted.