Building a Strong Check-In Process (in-person event)

Article Table of Contents

Setup

Capturing Gifts

• Online
• Checks and Cash

Announcing Fundraising Updates

PDF of this Article

Setup:

• Where will guests be entering the event?
  Set up numbers of tables needed. Set number of volunteers for each check-in table.
• Set one table for at-the-door ticket purchases. Equipment: # of iPads needed; 1 mobile phone device for selling tickets
• TO DO: Print the Ticket QR code and put it on a sign or (at least) on the table.

 

Capture Gifts During the Event:

Online gifts:

TIP: Having volunteers wear statement apparel/hats can make them easier for potential donors to find.

• TO DO: Print the Donation QR Code on stickers to place on volunteer iPads or signs.
• Equipment needed: Mobile Phone
• Supplies needed: Post It Note, paper clips, pen

 

Offline Gifts:

You won't be able to enter checks or cash received during the event through your QR codes, but they can still be entered through the back end of the software so they count toward your goal. (Need a refresher on offline transactions? This article will help).

Here's what a streamlined process for that looks like:

• For checks, ask the donor to write the name of the team in the memo line of the check
  For cash, use the post-it note to write the name of the donor and the team on the note, attach it to the cash with a paper clip
• Take cash/checks to the cash/check station where a volunteer will manually input these gifts.

Announcing Fundraising Updates

Bookmark this link on an iPad or phone: https://leaderboards.swell.gives/youreventname#!/ (The youreventname part of this link is the part of your Swell URL before .swell.gives).

TIP: This simple display is part of your license and can be easily projected on a screen during your event.  CLICK HERE to read more about it.

Note: Be sure to refresh the browser containing that link to ensure that you're connected to the internet and have the latest fundraising updates. When your device is connected to the internet, this page updates automatically, but it's easy to get bumped from WiFi during an event where other devices and/or people are also connected to it.

 

Want to download a PDF of this document? Click HERE.

You might also be interested in this article Checking Your Guests into Your Event Using the Check In App. 

Need a PDF Check-In Cheat Sheet for your Volunteers? Click HERE.