Managing Onsite Registration

The registration desk is the first interaction your attendees will have with the conference once onsite. This will allow attendees to register, check in if they are pre-registered, and pick up their registration materials.

Attendees view this as an information center for the conference. Make sure all staff are briefed on the frequently asked questions and know who to reach out to in the event of questions.

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Train and Supervise Registration Staff

Before the conference begins, train the registration staff to handle the registration process.

  • Hold an orientation session before the conference begins.
  • Assign a staff member to supervise and be the main point of contact if the staff has issues or questions.
  • Provide written instructions on registration processes, such as receiving fees, handling cash payments, and issuing registration materials.
  • Provide answers to frequently asked questions.
  • Explain conference policies regarding refunds, lost badges, press passes, guests, and children.

Prepare the Registration Area

The physical layout of the registration area depends on the size of your conference and complexity of the registration process. Some conferences may need separate sections for pre-registration, exhibitors, ticket purchases, and badge corrections.

Furnish the registration area with:

  • Tables or counters with signs to identify areas such as pre-registration pickup
  • Computers and badge printers with access to your registration database
  • Supply tables for programs and other registration materials
  • Self-service registration kiosks

If space allows, have a small office behind the registration area for staff breaks, refreshments, and money reconciliation at the end of the day.

Suggested Courses

We recommend the following courses in the IEEE Center for Leadership Excellence (CLE).  First, use your IEEE Account to log in to the CLE and then click the View Course link to go directly to the recommended course.

Optimizing Registration for Your Event

Step 1: Log In

Step 2: View Course

We Are Here to Help

If you have questions about managing onsite registration, please contact the CEE team.