At a congress, the reception area is the first thing every attendee sees and the point everyone passes through, without exception. A bottleneck here shapes the perception of the whole event before the first talk even starts. Here's how to plan it well.
Location and access flow
The registration desk needs to be visible from the main entrance, with enough space in front for a queue to form without blocking access to other areas of the venue. At large congresses, it's worth planning several registration points in parallel (for example, by surname initial or accreditation type) so the whole flow doesn't concentrate on a single counter.
Furniture and assembly
Reception counters are usually built with the same modular systems as the rest of the stand — Aluvision or Bematrix allow brand graphics to be integrated directly into the counter with no visible seams. It's important to plan space for accreditation computers or tablets, badge printers if used, and storage for printed material.
Signage and wayfinding
From the registration desk, attendees need to be able to find their way to the talk rooms, the scientific poster area (if the congress has one) and the commercial exhibition areas. Signage should be built as part of the same project, not as a last-minute addition.
Common mistakes
- A single registration point for a volume of attendees that overwhelms it within the first 30 minutes.
- Not planning enough power outlets for digital accreditation equipment.
- Placing the desk too close to the door, causing crowding right at the venue's entrance.
Our role
We build the reception area as an integral part of the congress project, coordinated with the rest of the space — not as an isolated element. If the congress has very tight assembly peaks, we also reinforce with staff for hire to have everything ready on time.