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Pre-Assigning Paddle Numbers vs. Assigning at the Door

Written by
Quinn Wilder
November 16, 2023
5 mins
group of people raising their paddles

Nonprofit event organizers face a critical decision when it comes to managing event check-in efficiently. The debate over pre-assigning paddle numbers versus assigning them at the door has been ongoing. In this blog post, we'll explore the advantages of assigning paddle numbers at the door and why it's the best practice for nonprofit event organizers. We'll delve into how this method streamlines the check-in process, saving time, and ensuring a seamless event experience.

Collaborate on your next event with Event.Gives to discover more of our tips and tricks for optimizing event efficiency!

The Why of Paddle Numbers

Paddle numbers are a crucial element of nonprofit fundraisers, particularly those involving live auctions and paddle raises. This is the sole way to document attendee bids, and donations in the most efficient manner, which contributes to the event's overall success.

Pre-Assigning Paddle Numbers

Pre-assigning paddle numbers involves generating a list of numbers before the event and linking them to registered guests. While this method may seem convenient at first, it can pose several challenges:

  • Logistics: Pre-assigning paddle numbers requires careful planning and coordination. Organizers must ensure that the numbers are correctly linked to attendees.
  • Mistakes: Mistakes can happen, and if an error occurs, it can lead to confusion and delays during check-in and check out. 
  • Last-Minute Registrations: Accommodating last-minute registrants or changes to the guest list can be cumbersome. Adjusting pre-assigned paddle numbers can be time-consuming.

Assigning Paddle Numbers at the Door

On the other hand, assigning paddle numbers at the door offers significant advantages:

Advantages of Assigning Paddle Numbers at the Door

1. Flexibility

Assigning paddle numbers at the door allows organizers to adapt quickly to changes. Whether it's accommodating late arrivals or adjusting for unexpected guests, this method offers flexibility that pre-assignment cannot match.

2. Streamlined Check-In

The check-in process is significantly simplified when paddle numbers are assigned at the door. Attendees provide their details, and organizers swiftly assign a paddle number, saving precious time.

3. Reduced Errors

Assigning paddle numbers at the door minimizes the risk of errors. Attendees are personally verified, and their numbers are assigned correctly on the spot.

4. Enhanced Guest Experience

A swift and efficient check-in process contributes to a positive guest experience. Attendees appreciate the ease of registering, and it sets a positive tone for the event.

5. Organized Event

With on-the-spot paddle number assignment, there's no need to search for specific numbers among pre-assigned lists. This contributes to a more organized and efficient event.

Our Best Practice: Assigning Paddle Numbers at the Door

While both methods have their merits, our best practice for nonprofit event organizers is to assign paddle numbers at the door. Why? Because it simplifies the check-in process and ensures a smooth start to your event.

3 Seconds to Efficiency

Typing in a paddle number takes just seconds, making the process quick and hassle-free. There's no need to sift through paddles to find a specific number, saving valuable time and reducing the risk of errors.

Flexibility Matters

Events are dynamic, and changes can occur at any moment. By assigning paddle numbers at the door, you can easily adapt to last-minute registrations, cancellations, or adjustments, ensuring that every attendee gets a paddle.

Take Action with Event.Gives

Ready to put these best practices to work for your nonprofit event? Event.Gives is here to help you create a seamless and efficient event experience, from paddle number assignment to check-in and beyond. Our intuitive software is designed to streamline your event management, so you can focus on what matters most - your cause.

To experience the benefits of Event.Gives for yourself, create your next event with us. We're ready to help you take your nonprofit events to the next level.

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