Onsite Registration

Registration

Onsite check in and registration is the first touch your attendees will experience when they arrive to your much anticipated event. Our tips will help ensure all "t's" are crossed, and "i's" dotted!

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.

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:

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


Tips and Tricks

Create a checklist for yourself of all the things that need to be completed prior to registration opening. This will help you stay on track and see areas where you can delegate if possible.

Stay in the know

Interested in learning more?

Give us a shout and we’d love to help!

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