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🧾How to Check In Guests with Pre-Printed Programs

📘 How to Check In Guests with Pre-Printed Programs or Bidder Numbers

Using pre-printed programs or labels with bidder numbers? This setup adds a layer of coordination, but it can also streamline your event if managed well. Here's how to organize check-in so each guest gets the correct program, paddle, or sticker—without slowing things down.

⚙️ Recommended Setup for Pre-Printed Materials

To make things run smoothly, we recommend a buddy system and an organized check-in area.

  1. Assign 4–5 volunteers with iPads logged into the Butler. These are your check-in leads.

  2. Set up a second group of volunteers behind the check-in table to act as program distributors.

  3. Arrange pre-printed programs, paddles, or sticker sheets in sequential bidder number order — fan them out or place in labeled boxes for fast access.

💡Tip: Label sections clearly and train volunteers to spot-check numbers quickly for smooth distribution.

👥 Buddy System Check-In Process

Each iPad volunteer should be paired with a program-handout volunteer. Here’s how it works:

  1. Butler volunteer looks up or creates the bidder in the Butler, then sends the Welcome Text.

    • This text includes table number, if available.

  2. The Butler volunteer turns to their buddy and says the bidder number or name.

  3. The program volunteer retrieves the correct program, paddle, or sticker and hands it to the guest.

This keeps the check-in line moving and reduces confusion.

ℹ️Info: If using stickers instead of printed names on programs, have them pre-ordered and easy to peel.

🪑 Optional: Place Programs at Dining Tables

If the printed programs or paddles are not needed during the silent auction, you can:

  • Pre-place them at each dining table, using a seating chart.

  • Coordinate with the table numbers listed in the Butler.

💡Tip: This method reduces the number of touchpoints at check-in and speeds up the process for everyone.

🗂️ Suggested Layout for Check-In Area

Here's a quick layout example for your event space:

  • Front line: 4–5 Butler iPad volunteers

  • Behind them: 4–5 program handout volunteers

  • Side tables: Boxes or displays of programs/paddles/stickers in order

  • Signage: Clearly mark ranges (e.g., 1–50, 51–100) for quick lookup

⚠️ Warning: Make sure all volunteers know who they’re paired with and rehearse the system before doors open!