Event check-in desk checklist
A welcome-desk briefing sheet for a fictional free 80-person event. Replace example owners and review the exception process with the authorized organizer.
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Before opening registration
- Owner
- Event organizer
- Check
- Ticket choices and labelled form reviewed
- What moves to the next stage
- Approved public registration link
- Your due date
- Your owner or escalation contact
- Completed
- Review note
- Fictional free 80-person example; adapt to your event
During registration
- Owner
- Registration lead
- Check
- Participant questions assigned
- What moves to the next stage
- Current registration records
- Your due date
- Your owner or escalation contact
- Completed
- Review note
- Use appropriate private access
Before event day
- Owner
- Welcome lead
- Check
- Arrival process and exceptions agreed
- What moves to the next stage
- Team briefing and access
- Your due date
- Your owner or escalation contact
- Completed
- Review note
- Review latest roster; test device, scanner and venue connection
At arrival
- Owner
- Check-in team
- Check
- Identify the correct eligible registration
- What moves to the next stage
- Participant directed to next step
- Your due date
- Your owner or escalation contact
- Completed
- Review note
- Keep the routine path short
Exception rehearsal: missing confirmation
- Owner
- Exception owner
- Check
- Authorized staff find and verify current registration
- What moves to the next stage
- Eligible record confirmed before check-in
- Your due date
- Your owner or escalation contact
- Completed
- Review note
- Keep unresolved identity matches out of confirmed arrival count
Exception rehearsal: duplicate name or scan
- Owner
- Exception owner
- Check
- Compare registration identity and current check-in state
- What moves to the next stage
- One verified arrival recorded once
- Your due date
- Your owner or escalation contact
- Completed
- Review note
- Do not create another arrival to clear a warning
Exception rehearsal: walk-in
- Owner
- Authorized organizer
- Check
- Check walk-in policy, capacity, eligibility and any payment requirement
- What moves to the next stage
- Approved registration and verified payment before check-in
- Your due date
- Your owner or escalation contact
- Completed
- Review note
- A waitlist or incomplete checkout is not confirmed admission
Exception rehearsal: wrong entrance or changed session
- Owner
- Event lead
- Check
- Confirm current location and assistance needed
- What moves to the next stage
- Clear onward instruction
- Your due date
- Your owner or escalation contact
- Completed
- Review note
- Use designated escalation contact
Connection interruption
- Owner
- Welcome lead
- Check
- Pause scanning; follow approved contingency process
- What moves to the next stage
- Manual actions assigned for reconciliation
- Your due date
- Your owner or escalation contact
- Completed
- Review note
- No offline QR scanning or automatic handwritten-entry import is promised
After the gathering
- Owner
- Event organizer
- Check
- Review unresolved cases and approved manual actions
- What moves to the next stage
- Owned follow-up responsibilities
- Your due date
- Your owner or escalation contact
- Completed
- Review note
- Use actual check-in record for attendance total
Your review
Event or campaign:
Review date and owner:
Open decisions and next check date: