Registration and day-to-day concerns

Owned by Bill Branan
Last updated: Apr 15, 2022 by Heather Greer Klein
3 min read

Registration

  • A registration table should be provided on the first day of the meeting and maintained until the end.  Late in the conference it may not be necessary that this is manned, but a note could be left there indicating where key personnel might be contacted in case of need.  At busy times it should be adequately staffed so that people feel they are receiving the attention they deserve and not being rushed - this includes giving clear advice on "where to go next" - likely where the coffee can be found and where the first event will take place.

  • Delegates should be provided with a badge with name and affiliation.  (The badge should have first and family names in equal sized large font.  Organizers should acquire, and then use, delegates' preferred first name as part of the booking procedure - Tom, not Thomas, Bess, not Elizabeth...)  Since 2015 badges have also had "preferred pronoun" and been color coded to indicate photography preferences.

  • In recent years we have tried not to give out unnecessary paper at registration, instead making information easily accessible on-line in a small-device friendly form.  The sponsorship trial in 2019 may result in some sponsor promotional material being distributed.

  • The name badges of key people should be marked in some way that makes them easy to identify - organizers, formal helpers, etc

  • In recent years, lanyards of difference colors noting photo preference, (Green - Ok, Yellow - Ask, Red - No) and a rainbow lanyard for the Samvera Helpers have been provided)

  • Badge ribbons have provided at registration which have included; Presenter, Local Host, First Timer, Volunteer, Program Committee, Partners/Steering, and Helper.

  • Any conference goodies should be available at the time of registration

Day-to-day concerns

  • As noted above, if the registration desk is unmanned (especially in the later stages of the conference), it should have a notice indicating where key personnel might be found in case of need.

  • Directions to rooms should be clearly posted.

  • Each session should have a dedicated time-keeper and, if appropriate, note-taker. In recent years, there has been a google document for shared not taking for each session.

  • Technical help should be on hand for all sessions that might need it.

  • Presenters and/or note-takers should be frequently reminded to upload presentations asap - provision of one or more Google Drive folder(s) for this purpose has been useful.  A good 'trick' is to get presenters to load presentations ahead of time and make the folder available at the podium PC so that presenters do not have to change machines or mess with USB sticks.

  • If appropriate, audiences should be reminded that a session is being recorded.

  • Organizers and helpers should have each others' cell phone numbers in case of need.

  • Depending on the conference schedule, there may be occasions when it makes sense for delegates to be able to leave computers and bags in a room that they are returning to.  It will be useful to organize in advance that such a room can be locked or guarded.

  • Someone(s) should be tasked with keeping an eye on newcomers during the event to try and make sure they integrate quickly and successfully.  A 'buddy' or 'mentor' system might be used.

  • Since 2015, the organizers have sent daily emails to the delegates giving them information for the day - these are much appreciated!