Pre-Conference:

The following is a list of action items that you’ll want to complete once onsite, but prior

to the beginning of the conference.

• Locate all boxes with supplies
• Distribute supplies to either the staff office or the registration area
• Set up registration area and test all equipment
• Ensure registration counters and signage are placed as requested
• Oversee the installation of computers, printers, software and telephone/internet lines
• Talk through any last minute outstanding questions
• If no security, assemble any collateral in the appropriate storage areas
• If collecting cash be sure to have change for payments and designate a supervisor to handle all cash transactions
  

If badges were pre-printed:

Place badges alphabetically into holders and place behind registration. 

Check for any new registrations since the last print. Pull information, print, and integrate into badge holders

If you have security, put out welcome packets, giveaways and name badges in registration area

If no security, assemble any collateral in the appropriate storage areas to be put out prior to opening registration

Organize each registration station with supplies

Set up back up procedures in case of system failure:

• If doing live check-in determine manual process
• Blank or editable badge template on word document or platform used to create badges for corrections and new badges onsite
• Manual credit card processing

Train registration staff on registration process including check-in of pre-registered attendees, walk-in registration, badge corrections, staff, press, VIP & speaker check-in, payment application, customer service, etc.

If you are printing badges on demand, onsite:

Locate all boxes for equipment

Determine that registration desk location and signage are correct

Print-on-demand vendor begins set up of equipment

Put out welcome packets, giveaways and name badges in registration area

Organize each registration station with supplies

Once print-on-demand company is finished with set up begin integrity testing of badge programming to ensure information is accurate

Train registration staff on registration process including check-in of pre-registered attendees, walk-in registration, badge corrections, staff, press, VIP & speaker check-in, payment application, customer service, etc.

Session Scanning and RFID:

Ensure set up for session scanning and/or RFID has everything needed

Test equipment once set up is complete with test badges to ensure it is working properly

Connect with point person for session scanning/RFID

Train staff on how to use session scanners and ensure they understand the data that is being collected or if they need to send people to registration to pay for specific sessions.

Lead Retrieval :

Ensure lead retrieval desk is set up

Locate lead retrieval equipment 

Test badges with lead retrieval equipment 

Lead retrieval vendor to begin hand out of equipment

Onsite Attendee Registration:

Ensure you have an onsite supervisor at the registration area at all times

Ensure staff processes all of the attendees correctly

Distribute name badges, giveaways and welcome packets for pre-registered attendees and walk-ins

Ensure payments are applied correctly and money reconciled

Reprint badges as needed

Run reporting and registration counts as needed

Supervise registration staff and send on breaks as needed

Problem-solve any attendee issues

Onsite Breakdown:

Handle breakdown of registration area and staff office

Oversee breakdown of computer equipment

Return all unused materials, equipment and reports

Follow-up:

Ensure all payments received onsite are input into the system

Input all walk-in registrations (if they were not input onsite)

Check in all attendees from manual attendee lists (if used), so a final count can be made

Create final reporting

Handle any collection efforts from unpaid attendees