Event accreditation shouldn’t just be about printing badges. Done correctly, it can transform the way you operate your event to make it safe, secure, legal and far more efficient.
Get everyone in fast
Staff, contractors, volunteers, performers, media…You know exactly who has been approved for entry into your venue or event, you have pre-printed badges for collection at a dedicated accreditation desk and can quickly print additional badges at your convenience should you need to. A quick scan of a badge will authorise entry. You know who is in, you know who hasn’t turned up and everyone gets to where they need to be.
Improve contractor management and save time
Gone are the days of compiling databases of staff from contractors. And gone is the risk of trusting they are legal and qualified to be in your venue. A good accreditation system will allow you to set up an account for each contractor, empower them to add staff details, control an allocation of passes and submit required documents to a secure and central database system. Read more in our blog post ‘How are contractors entering your venue’
Automate communications and empty your inbox
Use an accreditation system that includes a template-based communications module and your inbox will become far more manageable. Automate the invitation, acceptance or rejection of accreditation applications and document submissions, send personalised emails or SMS messages to selected groups, and set up reminder alerts when important documents are due to expire.
Use the accreditation process to collect ID, visa documentation and licenses to ensure all workers are legally allowed to work and avoid fine of £20,000 per person. And keep on the right side of GDPR laws by collecting and storing personal data on a secure system that can encrypt sensitive information and protect software from unauthorised access. Read more in our blog post ‘Keeping you on the right side of the law’.
You have a duty of care to protect members of the public from terrorists and provide a safe and secure environment for staff and workers. A good accreditation system and procedure will ensure that all workers, volunteers and media are legal and safe to be there. It will allow you to assign security levels for groups and individuals, confirm access zone privileges and produce badges with this information clearly visible. Scan badges or check details every time someone needs to access a secure zone to ensure only persons with valid permits are allowed access.
Manage press like a pro
Firstly, ask media to complete an online accreditation form and submit the documents you need to confirm their eligibility for a press pass. Then confirm restricted areas for media – it’s important that these areas are clearly defined, signposted and controlled by the security team. It’s not just about controlling the movement of media, but protecting them from external threats so that they can carry out their job safely. And don’t email or post out badges in advance, this opens up the possibility of them landing on the wrong desk or being forged. Set up a dedicated media desk at the event and make sure press know where and when to collect their badges. Read more in our blog post ‘Manage media accreditation like a pro’.
Streamline vehicle access
Use an accreditation system that can control which vehicles your applicants can bring into the venue to streamline your vehicle access and car parking system. Relevant applicants should be able to apply for vehicle passes and register vehicle details, leaving you to approve or reject applications and assign appropriate access levels and load/unload times.