Event Participant Check-in Procedures
Volunteers should have:
- Physical printed copy of the attendee list
- Physical printed photo liability waivers and two clip boards
- Red wrist bands for ‘no photo’ attendees and any other applicable wrist bands/stamps for entry
- Tablet and card reader for door sales
- A physical copy of the event schedule in case an attendee wants to quickly reference
- Donation box (particularly important to plug during free/donation suggested events)
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.
- Be sure that greetings are gender-neutral for those you don’t know, and always respect any pronouns given by our community members.
- Ask for attendee ID and check against Event Registry -
- 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.
- Check their age (18+ or 21+ depending on event)
- Their ID must match their legal name on their membership registration.
- The ticket name may match either their scene name or their legal name.
- Provide applicable wristband(s) / stamps
- Explain where to go next to put away bag(s) where applicable
- Mark attendee(s) as checked in on the physical attendee list
- Often times the front hallway becomes a social area during events. If folks have questions about The Autonomy Project, here are some helpful things to keep in mind while interacting.
- Be sure to plug the fact that we are a 501c3 nonprofit organization and that we would appreciate donations (QR code, website, and physical donation box options are available at Check-in).
- Be personable throughout the event and after - given the chance, tell the attendees you’re glad they came to the event, you’re glad they checked out the community space, and that you hope they’ll get the opportunity to return soon.
It is necessary to have at least one person staffed in this role through the entire duration of events in case folks are exiting/re-entering the building.
It is of critical importance that we do not allow folks who haven’t checked in through our process 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 already checked in.
For Volunteer Leadership (Screenshots Apply to This):
- Volunteer Leadership will follow the below process within NeonCRM to ensure attendance was marked there from the physical list completed by Check-in volunteers. We are including this for optional visibility in the process - feel free to review as you’d like!
- 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 the events they aren’t working!
