Setting up In-person Registration Areas for RingCentral Events Onsite

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Walkthrough a Registration Area

These are the key elements of the initial walkthrough to ensure you are not missing any crucial resources and are set up to accomplish the expected goal.

  • Set-up Location – Where will the key pieces of hardware be set-up? Is that space sufficient or should it be adjusted for an improved flow?
  • Power Supply – Is the power supply set-up and ready to use? Are power lines secured or have plans to be secured? Is the power sufficient or will additional outlets/strips/extensions be needed?
  • Internet Supply – Is the internet supply set-up and ready to use? Are internet lines secured or have plans to be secured? Is the internet stable and sufficient or will additional bandwidth be needed?
  • Hardware Shipment & Storage – Where is the equipment? Once unpacked and set-up, where should the boxes/case/spares be stored?
  • Timeline – When does the set-up need to be show-ready? When the set-up needs to be live for registrants? When is training with the registration workers?

Set up & Test a Registration Area

The amount of time and process for set-up may vary based on the event, but a generic process is below. For software setup, refer to How to Setup Hardware for On-demand Badge Printing. For printer-specific materials, see Hardware Compatibility for RingCentral Events Onsite for common setup guides.

Step 1 → Unpack & Check Inventory - Begin to open the boxes with the equipment and cross-reference it with the list that should have been placed in the Run of Show (ROS).

Step 2 → Set-up & Test Internet - This may include hardlines, hotspots, and/or routers

Step 3 → Set-up & Test One Station - Get at least one station working so the client can feel comfortable knowing that things are progressing. This also allows you to troubleshoot some basic issues before spending time setting up multiple stations. If NOT, please review the badge designs are set up properly (How to use the badge designer) and ensure auto-print is on (Turning on Auto-Print).

Step 4 → Set-up Remaining Printers - With all of these printers on and connected to the internet, the software and check-in devices should be easier to pair.

Step 5 → Set-up Remaining Check-in Stations - Ensure all devices are paired to the appropriate printer so check-in is intuitive.

Step 6 → Test All Systems - Double check the process at each station to ensure everything is working the same way it was initially.

Step 7 → IF a QR codes are printed, are they Scannable – If NOT, please ensure the QR code is large enough, dark enough and not impacted by other design elements.

Prevent Issues by Being Proactive

Check Paper and Ink Levels - Ensure that paper and ink will not run out! PRO TIP: Replace paper & ink when lines are shorter/slower so busier times run more smoothly.

Review Stats - Check that check in numbers are populating. If they don’t seem right, then the devices may not be connected to the internet to sync!

Listen & Watch the Staff - One team, one dream! Review the quality interactions and suggest improvements when appropriate.

Relevant Articles for After Setup

If everything is setup and you then you are likely looking for one of the below articles:

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