Guide
How many check-in kiosks does an event need
The number of kiosks depends not on the total attendee count, but on how many people arrive during the peak. Here is how to calculate it.
The three numbers that decide everything
- How many people arrive during the peak. In our experience about half of attendees arrive in the last 30 minutes before the start.
- How long one check-in takes. At a kiosk with badge printing, up to 15 seconds. One kiosk handles about 4 people a minute.
- How long people can wait. If the queue is longer than 3 to 5 minutes, people are late for the opening.
The formula
Kiosks = people during the peak ÷ (4 people per minute × peak length in minutes)
Always round up. From 4 kiosks, add one spare: if a printer stops, the queue does not grow.
Examples
| Attendees | During the peak (30 min) | Kiosks | Staff at the kiosks |
|---|---|---|---|
| 300 | 150 | 2 | 1 |
| 600 | 300 | 3 | 1 |
| 1,000 | 500 | 5 + 1 spare | 1–2 |
| 2,000 | 1,000 | 9 + 1 spare | 2 |
Enter your own numbers in the kiosk calculator. It also accounts for walk-in guests and a longer or shorter peak.
What changes the number
- Several entrances. Calculate each entrance separately by how many people will use it.
- Walk-in guests. Their check-in takes longer because they fill in a form. If you expect many walk-ins, give them a separate kiosk.
- Separate flows. If VIPs or speakers have their own entrance, one kiosk is enough for them.
- Multi-day events. On day two people already have badges, so there is no peak. 1 or 2 kiosks to scan tickets are enough.
Where to place the kiosks
Not right at the door. Leave 5 to 8 metres for the queue, so it does not form outside or in a corridor. Place kiosks in a line, not in a circle: people see a free kiosk right away. A "Registration" sign should be visible from the entrance.
Do you need staff at the kiosks
Yes. Kiosks run on their own, but a person is needed for three things: helping someone who sees a kiosk for the first time, changing paper, and handling rare cases, for example when a ticket went to a different email. One person covers up to 4 or 5 kiosks.
Frequently asked questions
How many people can one kiosk handle?
During the peak about 4 people a minute with badge printing. In a 30-minute peak that is about 120 people, and about 250 over the whole event morning.
Do the kiosks work offline?
Yes. Check-in continues without a connection and the data syncs when the connection is back.
Can we rent kiosks for one event?
Yes. We bring and set up kiosks, printers and badges before the event. Our person stays on site for the whole event.
Planning an event?
Tell us the date, attendee count and venue. We send a quote within one business day.