Decision Point: Do you want to pre-assign bidder numbers or assign them during check-in?

One of the first decisions you'll make when setting up event check-in is whether to pre-assign bidder numbers before the event or assign them as guests arrive. Both approaches work well and are fully supported, but the best choice depends on your event logistics, check-in process, and whether you'll be using features such as Advanced Self Check-In.

This article outlines the key factors to consider—including guest packets, pre-sold items, online check-in, and contingency planning—to help you choose the bidder number assignment method that will make check-in as smooth and efficient as possible.

Bidder numbers can be pre-assigned or assigned at check-in, within any range you specify.

Elements to consider when deciding how to assign bidder numbers and the range of numbers to use:

  1. Are there other guest-specific materials and/or items to be distributed at check-in? 

    If your guests will be given a bidder number/paddle only, it is faster and easier to grab a paddle from the stack and assign it to the next guest checking in.  

    If you sold raffle tickets or other items ahead of time and will be preparing packets with these items/tickets to distribute to guests at check-in, it is easier to pre-assign bidder numbers so you can prepare the packets (including paddle) ahead of time.
     
  2. If you are inviting guests to check-in online in advance of your event, you can choose to provide a pdf file with the bidder number to be printed at home, and/or you can hand them out at your event. Most organizations have all paddles available at the event anyway - as inevitably, some guests skip online check-in and others will forget to print or bring their bidder numbers.
     

  3. The Advanced Check-In process assigns pre-assigned bidder numbers using the range you specified.

    If you're inviting guests to check in online before the event, you can still use either of your preferred bidder number assignment methods for guests who check in onsite. However, because Self Check-In is a form of check-in, guests who complete Advanced Self Check-In will automatically be assigned bidder numbers.

    Just before your event, you can pull the paddles for guests who checked in online and have a greeter distribute them at the door. The remaining bidder numbers can then be assigned during onsite check-in as usual—either by taking the next available paddle from the stack or by locating a specific pre-assigned bidder number.

  4. If there is ANY chance you might experience connectivity issues during your event, it's easier to run portions of an event on paper if you have already assigned bidder numbers (and have a printed list).