1. Purpose
To ensure the safety and security of all attendees during church services and events by implementing effective check-in, attendance tracking, and crowd counting procedures.
2. Objectives
Monitor and manage the number of attendees for public safety.
Ensure an efficient and welcoming check-in process.
Maintain accurate attendance records for church operations and safety purposes.
Quickly respond to emergencies with accurate crowd data.
3. Procedures
3.1 Check-in Process
Pre-Registration:
Encourage members to pre-register for services and events through the church’s website or mobile app.
Provide QR codes or confirmation numbers for pre-registered attendees.
On-site Check-in:
Set up multiple check-in stations at entry points to avoid congestion.
Utilize electronic check-in systems (e.g., tablets, kiosks) to scan QR codes or input confirmation numbers.
For non-registered attendees, offer a quick registration process to collect basic contact information.
Visitor Management:
Designate a special check-in line or station for first-time visitors.
Collect visitor information and provide them with welcome packets.
3.2 Attendance Tracking
Digital Attendance Tracking:
Use church management software (ChMS) to record check-ins automatically.
Integrate check-in data with the church’s membership database for real-time updates.
Manual Attendance Counting:
Assign volunteers or staff to conduct manual headcounts at strategic points (e.g., sanctuary entrances).
Cross-check manual counts with digital records for accuracy.
Post-Event Data Analysis:
Review attendance data after each service or event.
Identify trends and patterns to improve future check-in and attendance procedures.
3.3 Crowd Counting for Public Safety
Real-time Monitoring:
Use electronic people counters at entry and exit points to monitor the number of attendees in real-time.
Display real-time attendance numbers on monitors accessible to church staff.
Capacity Limits:
Establish and enforce maximum capacity limits based on local fire and safety regulations.
Use digital signs or apps to inform attendees when maximum capacity is reached.
Overflow Management:
Designate overflow areas with live video feeds for when the main sanctuary reaches capacity.
Ensure overflow areas are equipped with adequate seating and safety measures.
3.4 Emergency Response
Emergency Plan:
Develop and regularly update an emergency response plan that includes evacuation procedures, designated safe areas, and communication protocols.
Conduct regular training and drills for staff and volunteers.
Communication:
Use the church’s public address system to provide clear instructions during an emergency.
Ensure all check-in stations and crowd counting monitors are connected to the emergency alert system.
Accountability:
Maintain up-to-date attendance records to account for all individuals in the event of an evacuation.
Designate staff to assist with the evacuation of people with disabilities or special needs.
4. Roles and Responsibilities
Operations Manager: Oversee the implementation of check-in, attendance tracking, and crowd counting procedures.
Technology Team: Maintain and troubleshoot electronic check-in systems and people counters.
Safety Officers: Monitor crowd levels and enforce capacity limits.
Volunteers: Assist with check-in, manual counting, and emergency procedures.
5. Technology and Tools
Church Management Software (ChMS): For registration, check-in, and attendance tracking.
Electronic Check-in Systems: Tablets, kiosks, or handheld scanners.
People Counters: Devices installed at entry and exit points.
Digital Signage: For real-time capacity updates and emergency notifications.
Mobile App: For pre-registration, check-in, and communication.
6. Review and Improvement
Conduct regular reviews of check-in, attendance, and crowd counting procedures.
Gather feedback from staff, volunteers, and attendees to identify areas for improvement.
Update procedures and technology as needed to enhance efficiency and safety.
By implementing these procedures, the church can ensure the safety and well-being of all attendees while maintaining accurate attendance records and efficient operations.