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Name tags & check-in

The Reunion Check-In Table

First impressions happen at the door. A well-run check-in table gets classmates greeted, tagged, and inside in under a minute, no bottleneck, no awkward fumbling.

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Quick answer

Set up your reunion check-in table by laying out name tags alphabetically, staffing it with two friendly volunteers, and keeping a printed or digital guest list within reach. Add a phone or tablet with a card reader for at-door payments and walk-ups. For big classes, split the table by last-name range so nobody waits in line.

Why the check-in table sets the tone

The check-in table is the first thing every classmate touches, and a slow, disorganized one drains the energy before the night even starts. A great one does three jobs at once: it welcomes people warmly, it hands them a name tag so nobody has to squint and guess, and it quietly captures who actually showed. Get the arrival right and the whole room warms up faster. The setup is simple, but the details, layout, staffing, and a plan for walk-ups, are what separate a smooth door from a backup out to the parking lot.

<60s
Target time per guest at the door
2
Volunteers for a typical class
A–Z
Name tags laid out alphabetically
Check-in table layout Name tags A–M Name tags N–Z 📋List 📱 Pay Welcome bags
Tags out front, list and payment in the middle, extras at the end so the line keeps moving.

Setting it up, step by step

Position and stock the table

Place it just inside the entrance, wide enough that two people can work side by side. Stock it with alphabetized name tags, markers, a guest list, a small cash box or card reader, and welcome bags if you have them.

Alphabetize the name tags

Pre-print tags and lay them in A-to-M and N-to-Z groups, or two rows by last name. Classmates find their own tag in seconds and your volunteers just say hello.

Staff it with the right people

Pick two outgoing volunteers who know a lot of faces. Their job is greeting and directing, not gatekeeping. For a large class, add a second station and split by last name so lines never form.

Plan for walk-ups and unpaid guests

Someone always arrives without a ticket. Keep blank tags, a few extra dinners in your count, and a card reader ready so at-door payment takes ten seconds, not ten minutes of digging for cash.

“A guest who is greeted by name in ten seconds already feels like they belong.”

The check-in table kit

Pack a single bin the week before so nothing is forgotten in the day-of scramble. Everything on this list fits in one tote.

  • Name tags, pre-printed and alphabetized, plus a stack of blanks and thick markers.
  • The guest list, printed as a backup and pulled up digitally on a phone or tablet for quick search.
  • A card reader or payment link for at-door tickets, plus a small cash box for anyone paying with bills.
  • Welcome bags, programs, and a signup sheet for the next reunion or the class directory.

Frequently asked questions

How do I set up a reunion check-in table?
Place name tags alphabetically, staff it with two friendly volunteers, add a scanner or printed list, and keep a card reader ready for walk-ups.
How many people should staff check-in?
Two volunteers handle most classes smoothly. For large reunions, split the table by last-name range to prevent a line at the door.
What do I need at the check-in table?
Name tags, a printed or digital guest list, markers, a cash box or card reader for at-door payments, and welcome bags if you have them.

Check people in from your phone

Class Reunly gives you a live guest list you can search at the door, mark arrivals with a tap, and take at-door payments on the spot, no clipboard required.

Start your free reunion page →

Keep planning

QR Code Check-In for Class Reunions
Speed up the door with a scan
Class Reunion Name Tag Ideas
Tags people actually want to wear
Digital vs Paper Reunion Check-In
Pick the right method for your class
Reunion Day-Of Logistics Checklist
Run the whole event smoothly