INTRODUCTION

During your shift, you’re responsible for assisting the attendees with their check in, handing them a badge and a lanyard.

We have two registration stations that will work with automated printers. People might be confused using these and edge cases might occur - people who lost their badges, or their name doesn’t appear. You are responsible for handling these.

YOUR TEAM

Here you can have a look at your team during your shift: When I Work

In this video, we give further information about finding teammates and leads in When I Work.

DURING THE EVENT

We will use automated printers for check in and issuing badges, provided by a company called Azavista. The company will have a representative to assist with more complicated issues.

Our primary goal for the registration is to be as quick as possible and resolve any issues by trying to make our users happy. If you need to make a judgement call please make put the happiness of our attendees first not the revenue the event makes from tickets.

Here are detailed instructions about how the automated kiosks / printers work:

https://drive.google.com/file/d/1hBlZ4wn6HRi86wEnTznMtSnFBrz0hGX3/view?usp=sharing

Situations that we expect to happen:

Attendees can’t signup

The ticket was purchased by a sponsor and is not under their name. In that case, use the admin panel in the printer to change the name. We’ll practice this during volunteer orientation so that it’s clear how it works. Details are also available in the printer instructions.
They use another person’s ticket. We usually allow that, as long as they can clearly provide that other person’s name.
They’re confused, they think they bought a ticket but probably didn’t. If signups are still open, they can log in and purchase a ticket online, then we’ll issue a badge.
Somebody else bought the ticket for them. Search by their name and the person who bought the ticket for them, if no ticket appears, they need to buy a ticket to check in.
Resolve anything that can’t be resolved by clicking on the printer interface by manually issuing a badge with a marker.
Any problems related to the printer will be directed to Koen Kokke from Azavista, who will be present at the venue. Koen will usually be at Andromeda registration, if he isn’t there, try Slack.
Any problems related to missing tickets/badges/people not on the list can be directed to Veselin Nikolov or resolved with markers. We’ll setup two large tables for Special Registration at the main entrance where you can direct people if the problem is too complicated to resolve with a marker.

Attendees lost their badge. We’ll issue a new badge without questions, unless the person frequently comes back to ask for new badges.

USING THE MARKERS

We’ll encourage the users to fill the field ‘Ask me about’ with a marker. This can’t happen during rush hour but if it’s not busy, please ask each attendee to fill the field on their badge.

COMMUNICATION

Main Slack contacts:

#wceu-volunteers

@dzver

BEFORE THE EVENT

Before the event starts, we would like to ask you to:

Please create a Slack account as this is our main communication tool during the event
Have a first look at the schedule during your shift

Last but not least, we want to say a big THANK YOU for your precious help!
We couldn’t do this without you and we truly hope you’ll enjoy your volunteering experience during #WCEU 2018 at its best.