How do I set up registration and check-in software for waiver collection and mobile check-in at a charity event?

Here’s a practical way to set up registration + waiver collection + mobile check-in for a charity event.

1) Pick the right software stack

You want 3 things:

• Registration form
• Digital waiver collection
• Fast check-in on phones/tablets

Common options:

• Eventbrite: easy registration and check-in, limited waiver flexibility
• Splash / Cvent / Bizzabo: more advanced, more expensive
• WaiverForever / Smartwaiver: excellent for waivers, can integrate with registration tools
• Jotform / Typeform + waivers + Zapier: flexible, budget-friendly, more manual setup
• Givebutter / Zeffy: good for charity events, donations, and basic registration

If waivers are important, a dedicated waiver tool is usually best.

2) Build the registration flow

Your registration should collect:

• Name
• Email
• Phone number
• Ticket type / donation amount
• Emergency contact if needed
• Consent to email/text
• Waiver acknowledgment
• Any event-specific questions

Make sure the waiver is:

• Easy to read on mobile
• Required before submission
• Time-stamped
• Stored securely
• Attachably linked to the attendee record

3) Use e-sign waivers

Best practice:

• Include waiver text in the registration process, or
• Send a waiver link automatically after registration

Good waiver setup includes:

• Signature field
• Date/time stamp
• Participant name and email
• Checkbox for agreement
• Optional parent/guardian signature for minors

If your waiver tool supports it, turn on:

• “Must sign before check-in”
• Auto-reminders for unsigned registrants

4) Set up mobile check-in

Use a check-in app that can:

• Search by name/email/QR code
• Mark attendees as arrived
• Work on iPhones/iPads/Android devices
• Sync live with registration data
• Show waiver status

Best check-in methods:

• QR code on confirmation email
• Alphabetical attendee list
• Search by phone/email
• Offline mode if internet may be unreliable

5) Create QR codes

For faster check-in:

• Assign each registrant a unique QR code
• Put it in the confirmation email and ticket
• Scan it at the entrance with a phone/tablet

This reduces lines and helps avoid duplicate check-ins.

6) Test the full attendee journey

Before the event, test:

1. Register as a guest
2. Sign waiver
3. Receive confirmation email
4. Open QR code on phone
5. Check in on the staff device
6. Confirm waiver status appears correctly

Test edge cases:

• Same email used twice
• Waiver not signed
• No internet
• Walk-up registration
• Minors/guardian forms

7) Train your check-in staff

Give staff:

• A short script
• Who to send waiver issues to
• How to handle walk-ins
• How to mark special statuses
• A backup paper list in case tech fails

8) Prepare a backup plan

Always have:

• Printed emergency attendee list
• Offline exported roster
• Spare devices and chargers
• Backup internet hotspot
• Manual paper waivers for last-minute arrivals

9) Recommended setup for a charity event

A simple, reliable setup might be:

• Registration: Givebutter or Eventbrite
• Waivers: Smartwaiver or WaiverForever
• Check-in: Eventbrite app or the waiver platform’s check-in app
• Automation: Zapier to move data between systems if needed

10) Important legal/privacy notes

• Make sure your waiver is reviewed for your location and event type
• Collect only necessary personal data
• Use secure storage for attendee data
• Get explicit consent for marketing texts/emails if required

If you want, I can also help you choose the best software combo based on your event size, budget, and whether you need donation handling too.