Registration: Difference between revisions

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'''Registration''' is responsible for getting everyone their badges. They use [[BACON]] to check everyone in.
[[Category:Departments]][[Category:Procedures]][[Category:Registration]][[Category:Policies]]
The Registration Department handles all aspects of attendee registration for SNAFU Con. This includes pre-con registration setup, onsite registration and badge pickup, and post-con wrap-up. The registration system is [[BACON]].


== Laminating Machines ==
== Pre-Convention Tasks ==
We have small ones and large ones. The small ones were purchased new for the convention in 2010, while the large ones were scavenged from thrift stores over the years. Each type has its advantages and disadvantages. The small ones are very good little workhorses, and all of them continue to work after the abuse we have put them through. The large ones get hotter and thus work better, but tend to only last a couple of years before our abuse breaks them.


'''Be careful with the machines.''' Be careful not to jam the machine because a jammed machine must be taken apart to be usable again for reg.
* Set up online registration system (this is mostly handled through the BACON Team and IT)
** Test registration flows and payment processing
* Recruit and train registration staffers
** Identify volunteer needs
** Recruit registration staffers
** Conduct training on registration procedures
* Finalize registration logistics
** Determine registration hours and staffing schedules
** Design registration space layout
** Order supplies.
* Implement COVID-19 policies
** Develop plan for managing requirements around vaccination, testing, etc.
** Plan exemption request process
* Promote registration opening
** Work with Marketing to send emails announcing registration is open
** Work with Marketing to post on social media about registration opening


Any large laminating machines '''must have a pouch''' when laminating the badge. All small machines '''must not have a pouch''' when laminating. The pouches come with the laminating sleeves and if all of them are damaged or lost, a folded over piece of paper will suffice.
== At-Convention Tasks ==


Large machines – Pouch
* Manage onsite registration
Small machines – NO Pouch
** Check-in pre-registered attendees
** Process new registrations and payments
** Print badges on-demand
** Provide customer service to attendees
* Handle financial tasks
** Collect payments and make bank deposits
** Audit cash handling by staffers
* Restock registration supplies as needed
* Adjust staffing based on registration volumes
* Enforce COVID-19 policies regarding badge pickup
* Process volunteer refunds


Make sure that the prelaminated edge of the pouch goes in to the machine first. Not putting the correct edge forward could cause the pouch not to laminate correctly, or worse, the pouch to come apart and jam the machine. Similarly, make sure the pouch fold goes in first when using a pouch.
== Post-Convention Wrap Up ==


* Finalize finances
** Reconcile registration revenue
* Save data and reports
** Badge numbers, sales figures, demographic data
* Hold review meeting
** Discuss what worked and what can improve
* Inventory supplies
** Re-order consumables like badge supplies
* Update documentation
** Improve registration procedures and training


=== Causes of Machine Jamming ===
== Laminating Machines ==
*Using a pouch in a small machine (sometimes).
We have small ones and large ones. The small ones were purchased new for the convention in 2010, while the large ones were scavenged from thrift stores over the years. Each type has its advantages and disadvantages. The small ones are very good little workhorses, and all of them continue to work after the abuse we have put them through. The large ones get hotter and thus work better, but tend to only last a couple of years before our abuse breaks them.  
*Rushing and inserting a new badge in the machine when the previous one isn't out yet.
*Forgetting that you put a badge in the machine and inserting a new one.  
*Not pushing the badge in far enough for the machine to catch it, and then inserting another badge.
Seriously, be careful and pay attention. Jamming a machine will require someone to take the machine apart to fix AND it ruins both badges in the machine. A jammed machine wastes a lot of valuable time.
 


[[Category:Departments]][[Category:Procedures]]
*See [[Laminating Machines]] for more information on the equipment.

Latest revision as of 16:13, 30 August 2023

The Registration Department handles all aspects of attendee registration for SNAFU Con. This includes pre-con registration setup, onsite registration and badge pickup, and post-con wrap-up. The registration system is BACON.

Pre-Convention Tasks

  • Set up online registration system (this is mostly handled through the BACON Team and IT)
    • Test registration flows and payment processing
  • Recruit and train registration staffers
    • Identify volunteer needs
    • Recruit registration staffers
    • Conduct training on registration procedures
  • Finalize registration logistics
    • Determine registration hours and staffing schedules
    • Design registration space layout
    • Order supplies.
  • Implement COVID-19 policies
    • Develop plan for managing requirements around vaccination, testing, etc.
    • Plan exemption request process
  • Promote registration opening
    • Work with Marketing to send emails announcing registration is open
    • Work with Marketing to post on social media about registration opening

At-Convention Tasks

  • Manage onsite registration
    • Check-in pre-registered attendees
    • Process new registrations and payments
    • Print badges on-demand
    • Provide customer service to attendees
  • Handle financial tasks
    • Collect payments and make bank deposits
    • Audit cash handling by staffers
  • Restock registration supplies as needed
  • Adjust staffing based on registration volumes
  • Enforce COVID-19 policies regarding badge pickup
  • Process volunteer refunds

Post-Convention Wrap Up

  • Finalize finances
    • Reconcile registration revenue
  • Save data and reports
    • Badge numbers, sales figures, demographic data
  • Hold review meeting
    • Discuss what worked and what can improve
  • Inventory supplies
    • Re-order consumables like badge supplies
  • Update documentation
    • Improve registration procedures and training

Laminating Machines

We have small ones and large ones. The small ones were purchased new for the convention in 2010, while the large ones were scavenged from thrift stores over the years. Each type has its advantages and disadvantages. The small ones are very good little workhorses, and all of them continue to work after the abuse we have put them through. The large ones get hotter and thus work better, but tend to only last a couple of years before our abuse breaks them.

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