Note: be sure to assess your venue's Wi-Fi (or wired) capacity and reliability prior to your event!
Hardware for Check-in/out Stations:
The number of "stations" you'll need depends on your event and whether you will be using the Advance Check-in and Self Check-out features:
- If you choose NOT to use the self service features, we recommend one station for approximately every 50 guests you expect to use traditional check-in/check-out.
- You will need at least 1 station (even if using the self check-in/out features) to handle unknown guests using unassigned tickets and/or guests who want to pay by cash/check or have questions about their purchases.
We strongly recommend renting hardware from someone who routinely supports events. If you choose to use your own hardware these guidelines/warnings can help:
- Setup and test your equipment prior to event day! Log in to the site and run a test credit card transaction on each laptop PRIOR to the day of your event. Some older browsers cannot support the credit-card industry’s PCI security requirements and will NOT be able to process credit card transactions.
- Have a dedicated volunteer or staff member who is only responsible for hardware setup, oversight and tear-down, preferably an IT professional.
- Use quality laptops, with newer operating systems.
- Make sure they have drivers compatible with the printers and enough USB ports (or USB hubs) to handle a mouse, printer, and card reader.
- Make sure that you have the passwords for the laptops. You may need to use a different browser than the laptop's owner. (Chrome and Safari may autofill the owner's personal info, including credit card, into every form automatically).
- Verify that your venue has network connectivity and a signal that remains strong when 4 or more devices are active.
- Network connectivity sometimes is not available during off hours. Make sure it will be there when you need it. You will often have to arrange with your venue to get a password or access code to use their connectivity.
If you do not understand the terms on this page, providing your own hardware might not be for you.
A station consists of:
- Laptop with sufficient USB ports. If your laptop(s) have USB-C ports, you'll need adapters for each card reader/swiper (which require a USB port). Additional ports may be needed for a mouse and/or printer connection. Tablets can be used for some functions (Selling items such as raffle tickets, viewing Will Call report etc) but are not suitable for check-in/out.
- Mouse (wireless or USB, optional if your volunteers are comfortable using trackpads)
- Card Reader (purchase info below). Note: card readers (swipers) merely upload the credit card account info from the magnetic strip, avoiding the manual data entry. They do NOT process the actual transaction. And they may not be necessary for your event. See the Pro Tip below.
- High Speed Laser Printer (wireless or w/USB cable to connect to laptops, optional if you email receipts and do not need emergency bid sheets printed).
Shared Equipment
- Multiple extension cords (to make sure power strips can reach the outlets)
- Multiple power strips (enough to handle all laptops, printers and switch)
- Networking equipment. All computers must have Internet access.
* Wired: router and/or switch, don't forget cables.
* Wireless: wireless access point and wireless adapters.
Supplies
- Printer paper (for receipts)
- Pens (for signing receipts)
- Folders (for filing away original bid sheets)
Software
- Printer Drivers, install and test prior to your event!
- Web browser: we recommend Chrome or Safari.
* Set the browser homepage to your event URL
* Place an Icon for the browser on the desktop
Pro Tip: You can reduce the number of card readers you need--or avoid the need for them altogether. Here's how:
- Invite your guests to store a credit card in advance of your event.
- Require a stored credit card during Self Check-in.
- Include a QR code on bid paddles for access to Self Checkout.
- Use the Self Checkout feature so that guests can pay with their stored card or enter new card info themselves.
- Coming Winter 2024/25! Allow your guests to use Google Pay and/or Apple Pay to pay for their event-night purchases.
Card Readers - Click here to Purchase from Us or use the dashboard button shown below
We can provide new programmed swipers including shipping for $99 each (includes 7-day shipping).
**Please note that Vanco and Element/Vantiv gateways require the use of secure card readers, which you must obtain directly from your gateway provider**
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