Volunteer information/Regdesk

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Regdesk Host

• Location: Registration desk, floor 1, FSCONS building
• Hours: Friday 15-01, Saturday 09-02, Sunday 09-02

The registration desk staff has a wide range of tasks. They are the first staff that people encounter at the conference venue, and will be the first ones to be asked questions about the program, local transport, taxi bookings, and other things that people want to ask. Some knowledge of the local area is useful, as is speaking multiple languages.

As a regdesk host you're responsible for:

• Coordinating the exact responsibilities with other regdesk hosts
• Helping visitors find their badge
• Handing out program booklets
• Ordering taxis
• Answering questions about public transport options
• Manning the wardrobe (accepting and disbursing clothes from/to participants)
• Furnishing and setting up the registration area (Friday 15-18)

Please note: One of the persons at the registration desk will need to be available as a runner as well. You'll normally be staffing the registration desk, but one of the persons at the registration desk should be available to run errands if really needed during the conference.

Instructions

When people arrive to the conference, they will most likely go first to the registration desk to pick up their badge and leave their coats and bags. Try to familiarise yourself with the conference program and the information about the conference, so that you can be helpful if people ask you questions. Be prepared to answer questions about schedules, social events, food, etc! Most important information is in the conference programme which there are copies of at the registration desk.

Here are the specific tasks of someone working at the registration desk:

• When someone arrives, greet them (if possible), and help them find their badge.
• If someone arrives who have not registered before:
  1. Give them a paper form (labeled "On Site Registration") to fill out.
  2. The guest fills in their name, email and country they're from and give it back to you.
  3. Ask if the guest wants to pay with card (only during Friday and Saturday before lunch) or cash.
     • If the guest wants to pay by cash: accept the cash and add it to the money box at the registration desk.
     • If the guest wants to pay by card: follow the instructions from the café host page for how to deal with the credit card machine here.
  4. Mark the guest as having paid on the form.
  5. Take an empty badge.
  6. Turn the badge over so you see the wireless LAN account. Write down the USERNAME of the account as "Registration ID" on the form.
  7. Give the badge to the guest and allow them to fill in their own name on it.

• Speakers can pick up their lunch coupons from the registration desk. If a speaker arrives and wants their lunch coupons, check on the paper sheet labeled "Speakers" for their name on it.
  • If you can't find their name on it, ask them to contact the conference manager.
  • If you find their name, check that they haven't received lunch coupons and give them 2 (TWO) lunch coupons from the envelope labeled "Lunch Coupons: Speakers"

• If someone arrives who have registered, but not paid, look for a paper with their name on it in the pile labeled ("On Site Payment").
  1. Follow the instructions from step 3 above.

• If someone wants you to get them a taxi:
  1. Ask for the name of the guest.
  2. Call a taxi and ask them to come to "Forskningsgången 6". You can leave the name of the guest, and the phone number of the registration desk (0729-023876) if they ask for a contact.

• If someone wants to give their coat and/or bag to the wardrobe:
  1. Take the next number note from the stack of number notes. Each note is in two parts: one part for the wardrobe, and one receipt to the guest.
  2. Tear off the note for the wardrobe and place it on a hanger.
  3. Place the coat on the hanger, and hang it in in an ordered sequence so it's easy to find.
  4. If the guest wants to give a bag as well:
     1. Get a second number note and place an X mark on both parts of it (X denotes a bag)
     2. Tear off the note for the wardrobe and place it on the bag with a rubber band
     3. Place the bag in an ordered sequence in the wardrobe area.
  5. Give the receipts to the guest.