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Even with a good
online registration system, you will
need to have staff greeting event participants as they
arrive, checking them in and providing them with event
materials and instructions. You may also need to process
onsite registrations and deal with any unexpected
issues.
As many events are staffed with temporary help,
Christine Olund from Nasco Staffing Solutions has
provided us with six tips for making your onsite check
in and onsite registration low stress.
1. Get enough of the right staff onsite.
Have the right number of registration assistants to
manage the flow of people through the check
in/registration area. Ask your staffing company how many
staff they would recommend for your number of delegates.
It is also important to be as specific as possible in
order to get people with the right skill sets. Be sure
to describe the exact task people will be performing and
what software or registration systems you are using.
Taking onsite registrations can be a high pressure job,
so the right personality is important too.
2. Have an extra person roaming the check
in/registration area.
There are always small fires that need attending to, so
having an extra person to deal with them will allow the
check in/registration staff to keep focused on moving
people through the process. When everything is running
smoothly this extra person can be greeting people and
directing them to the right place.
3. Have a communication plan.
There will always be questions, special exceptions and
other reasons staff will need to contact the event
planner or other person in charge. If you are on a large
site, two-way radios or cell phones are good options.
Make sure your staff know how to operate the radios,
have cell phone numbers and know when they should be
using them.
4. Have adequate training time for temporary staff.
The more trained your staff are, the better they can
service your delegates. Think about how long it took you
or your staff to get up to speed on your check in
process or onsite registration system.
Outline procedures to handle potential problems and
special situations such as equipment malfunctioning or
people forgetting tickets or showing up late.
5. Make a cheat sheet.
Nobody can remember everything they are told in a short
training session, so it is a good idea to prepare a
short list of procedures that staff can keep with them
and refer to when needed. Include important phone
numbers, names of people in charge, a schedule of events
and answers to questions delegates may be asking.
6. Have an information desk.
This may be event planning 101, but if you have an
extensive program with several side trips options or
other activities, you may want to set up an information
desk staffed with an agent to answer questions and make
bookings. This will help get the best information to the
delegates and keep check in/registration lines moving.
For more information and tips on hiring temporary event
staff, contact Christine Olund from
Nasco Staffing
Solutions at 1.888.227.8444 or
colund@nasco.ca.Please feel
free to contact us if you have any questions or
comments about this article.
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