Registration & Check-in¶

Who is this for? - Volunteers at the registration booths tasked with the responsibility to verifying tickets and allowing people into the venue.

Time required - This is an on-ground responsibility. You maybe given other tasks to work on pre-event.

What does the registration desk do?
The registration desk is the first point of contact for all attendees. The team checks people in, hands out name stickers and points them towards venue.
What are the two booths?
There are two separate, clearly signed tables: Attendee Registration, and Speakers & Media. Speaker and media name stickers should look different from attendee stickers, for example in a different colour or marking.
What do I need to do before the booth opens?
Set up and sign the tables. Log in to the check-in app on all devices and test scan and search before the doors open. Stock each table with markers, name stickers and spare pens, and confirm Wi-Fi or data for the app. The checklist below has the full list.
How does check-in work?
Scan the QR code, or ask for the name, booking reference or email. Find the person on the check-in app and mark attendance. Hand over a name sticker and a pen, and ask them to write their details on the sticker before they peel it off.
What do I do after check-in?
Ask general attendees to move for breakfast or lunch if the meal lines have opened. For speakers, connect them with the main speaker manager who should be at the checkin booth with you.
What if someone's name is not in the system?
Do not turn them away. Flag the name to the overall volunteer coordinators.
Who do I report app issues to?
Report issues such as app crashes and missing registrations to the foundation tech team.

Checklist¶

Here's a checklist for you to follow throughout the event:

Set up separate tables/booths, clearly signed: Speakers & Media and Attendee Registration
Check-in app installed and logged in on all devices; test scan/search before doors open
Stock each table with markers, relevant name stickers, and spare pens
Confirm Wi-Fi/data connectivity for the check-in app
Keep a trash can for attendees to throw away peels of name stickers

Scan their QR code or Ask for name (or booking reference/email)
Find them on the check-in app and mark attendance
Hand over attendee name sticker and a pen; and ask them to write their details on it before they peel it off
Ask them to move for breakfast or lunch if the meal lines have opened

Scan their QR code or Ask for name (or booking reference/email)
Find them on the check-in app and mark attendance
Hand over speaker/media name sticker (consider a different colour or marking to distinguish speakers from attendees)
Connect them with the main speaker manager who will be seated with you
Ask them to move for breakfast or lunch if the meal lines have opened

Keep a tally of check-ins at both booths for a rough headcount
Flag any names not found in the system to the volunteer coordinators (Aditeya/Vrinda/Siddharth) rather than turning people away
Keep spare stickers and markers within reach at all times
Note any issues (app crashes, missing registrations) and report to the tech team (Registrations head)