Planning a Mobile Live Scan Event: A Checklist for Organizations
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Published on July 29, 2025 at 04:39 pm
If you’re looking for a convenient and reliable way to handle background checks using fingerprinting, hosting a Mobile Live Scan event may be just what your organization needs.
This article provides a comprehensive guide and checklist to help your organization plan a successful Live Scan event, ensuring it is on-site and hassle-free.
Ready to ensure your event is a success?
Let’s dive right in!
What is a Mobile Live Scan Event?
A Mobile Live Scan event offers on-site electronic fingerprinting using a Certifix Live Scan unit, eliminating the need for employees or volunteers to visit a location.
It scans fingerprints digitally and securely submits them for background checks.
Benefits of Hosting a Mobile Live Scan Event
Organizing an event with Certifix provides many benefits:
- Convenience: No off-site travel required for attendees.
- Time-saving: Bulk fingerprinting is completed in just one day.
- Improved Compliance: Ensures everyone meets background check standards.
- Reduced Errors: Technicians verify all documents onsite.
Ready to streamline fingerprinting at your organization? Request Mobile Live Scan Service today!
Pre-Event Planning Checklist
Here’s a step-by-step checklist to help you prepare smoothly for your event:
1. Define the Objective
Explain the reason for hosting the event:
2. Estimate the Number of Participants
Get an accurate headcount. Certifix can adjust services according to volume.
3. Schedule Your Event
Book early with Certifix through their website or customer support. Mobile services need advance notice.
4. Secure a Venue
Ensure your selected space:
- Has enough room for setup and waiting
- Offers access to power outlets
- Is ADA-compliant if needed
5. Coordinate Required Documents
Each participant needs to bring:
- A valid photo ID (Driver’s License, Passport)
- A completed “Request for Live Scan Service” form, typically provided by the requesting agency.
6. Confirm Technical Needs
Ensure:
- Power outlets for scanners and laptops
- Internet connectivity is required.
7. Internal Communication
Notify participants via email or other methods on the intranet:
- Event schedule
- Required documents
- What to expect during fingerprinting
Step-by-Step Guide to Organizing a Mobile Live Scan Event
Setting Clear Objectives
Specify the purpose of your event, whether it’s for employment, volunteering, licensing, or another specific need.
Choosing the Right Service Provider
Collaborating with a reputable provider, such as Certifix, ensures that your event is conducted smoothly and with a high level of professionalism.
Criteria for Selecting a Provider
- Experience and reliability
- Legal compliance
- Ability to handle large groups
- Positive testimonials from past clients
Discover why Certifix Live Scan is your ideal choice by learning more here.
Budget Planning
Clearly define your budget, including provider fees, venue costs, and administrative expenses, to avoid unexpected problems.
Selecting a Venue
Ensure that your venue is spacious, easily accessible, private, and adequately equipped to accommodate all participants comfortably.
Scheduling Your Event
Optimal Days and Times
Midweek daytime events typically attract more participants, but weekends may be better suited for volunteer events.
Considering Turnout
Plan efficiently to prevent overcrowding or long wait times.
Need help choosing the best time? Our experts can advise you. Contact Certifix.
Preparing Required Documentation
Ensure that participants bring all required forms to minimize issues on the day of the event.
Understanding Forms: ORI, ATI, OCA
- ORI identifies the requesting agency.
- ATI tracks fingerprint transactions.
- OCA specifies the event or case.
Notifying Participants
Effective Communication Channels
Utilize multiple channels (email, SMS, newsletters) to clearly and effectively inform participants.
Ensuring Compliance and Legal Requirements
Coordinate with your Live Scan provider to ensure strict compliance with local and federal fingerprinting laws.
Day-of-Event Checklist
Venue Setup
Marked stations for fingerprinting, registration, and waiting areas will help maintain smooth participant flow.
Managing Participants and Flow
Designate volunteers or staff to assist participants and ensure the event’s organization and flow remain intact.
Troubleshooting Common Issues
Prepare solutions for potential issues, such as rejected fingerprints or documentation problems.
Post-Event Responsibilities
Follow-Up with Participants
Follow up afterward to thank participants and guide them on the next steps or address any lingering issues.
Evaluation and Reporting
Collect feedback from participants and analyze event data to assess the event’s effectiveness.
Common Pitfalls and How to Avoid Them
- Inadequate venue causing congestion.
- Poor communication results in lower attendance.
- Failing to comply with legal standards can cause rejection.
Avoid these pitfalls by thoroughly preparing and maintaining consistent communication.
Tips for Maximizing the Success of Your Event
- Begin planning early.
- Maintain clear communication.
- Partner with experienced providers who offer Certifix Live Scan.
- Stay prepared for unexpected issues.
Ready to host your event with peace of mind? Find the right fingerprinting service for your needs.
Pro Tips for Success
- Double-check all IDs and forms before scanning begins.
- Avoid power disruptions—use surge protectors or a backup power source to prevent them.
- Keep a secondary appointment day in case some participants are unable to attend the event.
- Review FAQs on Certifix’s website to prepare for common attendee questions.
Let’s Bring Fingerprinting to You
Certifix Live Scan—Your Trusted Choice for Mobile Fingerprinting, Whenever and Wherever You Need It!
📲 Call us today or schedule your mobile appointment online to get started.
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- Your First Live Scan Appointment: A Seamless Experience with Certifix
- 2025 DOJ Rap-Back Enrollment: What HR Professionals Needs to Know
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