How to set up a reception and check-in area

Your reception and check-in area is the first physical impression guests will have of your business, so it’s vital to make it welcoming, organised, and clear. To get started, you need to designate a specific, easy-to-find spot and equip it with a welcome desk, a system for key collection, a site map, and a clear display of your site rules and essential emergency information.

Choosing the Right Location

The ideal spot for your reception is the first and most obvious place your guests will see upon arrival. It should be clearly signposted from the entrance to avoid any confusion. Think about the guest's journey from their car to the check-in point.

It doesn’t have to be a grand, permanent building. Depending on your budget and site, your reception could be:

• A dedicated room in a main building
• A small, purpose-built cabin or shepherd's hut
• A smart, well-secured gazebo (for seasonal or pop-up sites)
• A clearly marked outdoor desk or podium under a shelter

Whatever you choose, ensure it offers some protection from the wind and rain for both you and your guests. If you plan to use a card machine or need lighting for evening arrivals, make sure you have access to a safe power source.

What You'll Need

A functional check-in area provides guests with everything they need for a smooth arrival. Keep it tidy and focus on clarity.

1. A Welcome Desk or Counter: This is your operational hub. It can be as simple as a sturdy table or a purpose-built counter. Keep it as clutter-free as possible to look professional.
2. A Key Collection Point: If you have glamping pods, cabins, or barrier keys, you need a secure and simple system. This could be a lockbox with a code sent in advance, or simply a hook board behind your desk.
3. An Information Board: This is the most important feature. A large, weatherproof noticeboard is perfect for displaying essential information in one place. You must include:
   • A Site Map: A large, clear map showing the layout of pitches, toilets, showers, water taps, waste disposal, and fire points.
   • Site Rules: A visible copy of your site rules regarding noise, dogs, BBQs, etc.
   • Emergency Information: Contact details for yourself (the site owner/manager), local doctors, vets, and the emergency services. Clearly state the site's address and postcode for emergency responders.

Creating a Welcoming Atmosphere

Little touches can make a big difference. Friendly, clear signage like "Welcome" and "Check-in Here" helps enormously. A pot of flowers, a clean and tidy appearance, and good lighting all contribute to making your guests feel relaxed and confident they've chosen the right place to stay.

Top Tip: Walk through your own check-in process as if you were a first-time guest. Is it obvious where to go? Is the information easy to understand at a glance? This simple exercise will quickly show you what’s working and what needs improving.