Setting up in-person registration areas

This guide explains how to effectively set up and manage in-person registration areas at your Hybrid or Onsite event.

Walkthrough a registration area

Conducting an initial walkthrough of your registration area is crucial to identify any potential issues and to ensure that all necessary resources are available. Here are the key elements to focus on during the walkthrough:

• 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? 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 does the set-up need to be live for registrants? When is training with the registration workers?

Setting up a registration area

The setup process may vary depending on the event, but here is a generic process to follow:

1. Unpack & check inventory: Open the boxes with the equipment and cross-reference it with the list that should have been placed in the Run of Show (ROS).
2. Set up & test the internet: Set up and test internet connections, which may include hardlines, hotspots, and routers.
3. Set up & test one station: Get at least one station fully operational. This also allows you to troubleshoot some basic issues before spending time setting up multiple stations.
   Tip: If the station does not function correctly, review the badge designs to ensure they are properly set up and verify that auto-print is enabled.
4. Set up remaining printers: Plug in and connect all printers to the internet, making it easier to pair them with the software and check-in devices.
5. Set up remaining check-in stations: Ensure all check-in devices are paired with the appropriate printers for an intuitive check-in process.
6. Test all systems: Conduct a final check of each station to ensure everything is working as expected.
7. Check QR code scannability: If QR codes are printed, verify they are scannable. Ensure the QR code is large enough, dark enough, and not obstructed by other design elements.

Tips on preventing issues

• Check paper and ink levels: Regularly check that paper and ink levels are sufficient.
  Tip: Replace paper and ink during slower times to avoid interruptions during busy periods.
• Review stats: Monitor check-in numbers to ensure they are populating correctly. If numbers seem off, verify that all devices are connected to the internet for proper syncing.
• Listen & watch the staff: Observe staff interactions with attendees and suggest improvements where necessary to maintain a high level of service.

Next steps

• For Training staff, refer to our guide on Training Attendees, Exhibitors and Staff for RingCentral Events Onsite.
• For Software troubleshooting, refer to our guide on Troubleshooting RingCentral Events Onsite.
• For Hardware troubleshooting, refer to our guide on Hardware compatibility for RingCentral Events Onsite (each device will have its own troubleshooting steps).
• For Creating reports, refer to our guide on Reports for RingCentral Events Onsite.