Why Arrival Windows Matter More Than Start Times at NYC Events

Organization is an integral part of an event planner’s job, so the idea of playing fast and loose with start times may send your anxiety skyrocketing. Yet, it makes sense to build some wiggle-room into your schedule. Here’s why arrival windows matter more than start times at NYC events. 

Arrival Windows Minimize Disruptions

NYC is bustling, so it’s important to build in grace periods for your guests, especially if they are traveling for the event. Delays happen, whether flights are late, roads are shut down, or guests get lost on the way to the venue. 

Even without external delays, when a significant number of guests arrive at the same time, bottlenecks develop that would push your start-time back anyway. Arrival windows give your guests time to arrive and check in before scheduled events begin, which results in a smoother event for everyone.

Arrival Windows Create a Relaxed Event Experience

When guests have a window of time in which to arrive, it takes the pressure off both guests and event staff to rush everyone through the doors. Automated check-in tools simplify the process and provide guests with a seamless registration experience.

Be sure to offer refreshments and areas for guests to congregate during the arrival window. Guests love having the time to grab a donut, sip a latte, and chat with other attendees before the event officially begins. 

Flexibility Is a Must for NYC Event Planners

Let’s face it, NYC events are full of unexpected twists and turns. Whether you have a last-minute tech hiccup, your anticipated guest count is wrong, or your keynote speaker becomes ill and drops out, adapting to the unexpected is part of your job as an NYC event planner.

Arrival windows give you the flexibility you need to create a flawless event. Remember, guests today expect flexibility, so don't over-plan. Your guests will appreciate a relaxed beginning to your event more than a rigid start time that has everyone rushing to get to their seats in time. 

Arrival Windows Save Time in the Long Run

It may seem counterintuitive, but focusing more on arrival windows than start times saves time in the long run. That’s because you’re less likely to end up with long lines of guests trying to get through the check-in process at the same time. 

Instead, guests can arrive as their schedules allow and make their way into the event at a relaxed pace. Building in the extra time slot for an arrival window is well worth it for a better guest experience that doesn’t leave anyone worrying about missing the start of the event. Plus, you won’t have to scramble to adjust your schedule to accommodate check-in delays. 

Guests Appreciate Arrival Windows

At the end of the day, a successful event depends on how satisfied your client and guests are, and arrival windows give guests a good first impression. Guests appreciate having a little flexibility in their arrival time, the chance to decompress after traveling, and the opportunity to find their way around the venue before the event begins. This all translates to a better event flow, increasing the likelihood your guests will view your event as well-run.

Additionally, having arrival windows reduces no-shows to your event. Guests who run into unexpected delays may feel they have no choice but to skip the event if they can’t be there by a set start time. In contrast, an arrival window gives your guests the flexibility they need to cope with unexpected delays and still attend your event. 

Learn the Best Tips for Smooth Events at The Event Planner Expo

The event world is constantly changing, and event planners need to keep up to succeed, especially in NYC. There’s no better way to learn the latest tips and trends in event planning than by attending the Event Planner Expo with over 2,500 other event professionals.

This year, jump straight into the heart of the action by exhibiting at the Expo. You’ll give your business instant credibility, establish yourself as an important name in the industry, and have the opportunity to network and build partnerships with other event professionals. Reserve your booth today!