Event Participant Check-in Procedures
Volunteers should have:
- A computer for check-in with the digital attendee list,
- Computer/tablet for e-waiver signing,
- Physical back-up copy of the attendee list,
- A physical copy of the event schedule in case an attendee wants to quickly reference,
- Printed copy of the map with first-aid stations marked, and all applicable wrist band(s).
When an Attendee Enters the Building:
- Greet the attendee(s) - keep it upbeat and friendly! We’re so happy to have our attendees’ trust, and you will be the first welcoming person they’re greeted by.
- Ask for attendee ID and check against event registry & member registration
- IMPORTANT! Many of our attendees use pseudonyms and scene names to protect themselves. It is vital at all times that we use the title or name given by the attendee, NOT using their legal name out loud.
- Their ID must match their legal name on their membership registration.
- The ticket name may match either their scene name or their legal name.
- Check their age (must be 21+)
- Provide applicable wrist band(s) / name tags
- Explain where to go next to put away bag(s)
- VIPs may be offered a locker for their things. They must leave their ID with check-in to receive a locker key.
- Leave ID’s in White lock box. Key for the White lock box should be with a staff member at all times.
- Mark attendee(s) as checked in using digital attendee list
- Navigate within Neon to the ‘Events’ tab
- Select ‘Events’ in the dropdown
- Click the title of the event under ‘Event Name’ to open the current event
- On the middle right side of the screen, select “Mark Attendance”
- For each arriving attendee, use their ID to find them in “Registrant Full Name” column. **This is private information, under no circumstances say their registered name out loud as it may not be their public name.
- Once confirmed, check the attended box.
- When ready, click “Submit” to save your progress
** Double check that regular volunteers are registered for events they aren’t working!!!
It is necessary to have at least one person staffed in this role through the duration of events in case folks are exiting/re-entering.
It is of critical importance that we do not allow non-members into the event, and that attendees don’t “exchange” tickets with non-registered folks - so we need to keep an eye out even if the full attendee list is checked in.