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Use this as a starting point for your venue and registration process. Assign a named owner to every task and replace the suggested timing with actual dates. Add venue-specific access, accessibility, and emergency procedures with your venue contact.
Open the CSV in your spreadsheet app, then save it as a workbook or Google Sheet to add filters, dropdowns, or formatting. CSV files contain the data only.
| Suggested timing | Task | Owner (replace with name) |
|---|---|---|
| 1 week before | Map arrival route and desk layout | Venue liaison |
| 1 week before | Estimate peak arrivals and staffing | Registration lead |
| 1 week before | Agree admission and exception rules | Event lead |
| 2 days before | Review registration data and badge fields | Registration lead |
Illustrative examples. The download includes every row and column; adjust them to your event.
01
Plan for the busiest arrival window
Total attendance alone does not describe the queue. Consider when people arrive, how long a normal check-in takes, and which issues need a separate conversation.
- Map the route from the entrance to check-in and onward to the event. Check the route with the venue for accessibility and clear exits.
- Time a practice check-in using the real device and badge setup. Use that result and expected peak arrivals to plan staffing.
- Set aside a clearly marked help point for missing registrations, badge changes, and payment questions.
02
Test the full journey on the actual equipment
A charged device is not a completed test. Run from an attendee confirmation through scanning, registration lookup, and badge output at the venue.
- Test QR scanning and manual lookup with a designated test registration. Check the behavior when the same registration is scanned again.
- Print a sample badge and check name readability, alignment, and the QR code. Bring spare consumables for the equipment you use.
- Test the venue connection and agree an offline procedure. Keep any roster copy access-controlled and reconcile offline check-ins afterward.
03
Make exception handling a clear handoff
Give front-desk staff a short script and an escalation owner. They should know what they can resolve and when to bring in someone else.
- Agree the process for missing names, duplicate scans, substitutions, and unpaid registrations before doors open.
- Assign one person to triage the queue and direct attendees to the right desk.
- Confirm who can approve admission exceptions. Keep private registration and payment discussions at the help point.
04
Watch the queue, then reconcile the records
During arrival, the desk lead should be free to spot a growing queue or repeated issue. After the rush, capture what the next shift needs to know.
- Check queue length, equipment, and badge supplies during the busiest window. Move staff as needed while keeping the accessible route clear.
- Log unresolved issues and brief replacement staff before handing over.
- Reconcile offline records, secure devices and printed rosters, and handle copies according to your event data-retention process.
Make a copy for your event.
Download the template, replace the examples, and share one working version with your team.
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