Event check-in desk plan
Plan the desk as a short sequence: welcome, confirm the agreed attendance record, provide the session information and direct the visitor onward. Record what each desk role receives and when the task is complete. Keep the actual attendee list in the organiser’s appropriate private record; this public worksheet describes the process and roles.
How to use it
- Agree the check-in sequence and the information visitors need.
- Assign the desk owner and an organiser for unresolved cases.
- Walk through the route using the actual room entrance and desk setup.
Worksheet preview
| Desk step | Owner | Input or material | Completion condition | Exception route |
|---|---|---|---|---|
| Welcome | ||||
| Attendance check | ||||
| Session information | ||||
| Directions onward |
Open the CSV in Excel, Numbers or Google Sheets. Save a copy before editing.
An exception needs an owner
An unrecognised name, a changed arrival or an unclear session choice should follow an agreed route. Give desk volunteers the contact role and task boundary rather than requiring them to change attendance or programme decisions themselves.
Finish the desk handover
At a role change, pass the current programme, outstanding questions and agreed materials to the next owner. At close, return private records to the responsible organiser and use the restoration list for the physical setup.
Continue planning
- Attendance response tracker
Separate invitations, confirmed replies and unresolved attendance choices.
- Community-event volunteer role brief
Give each volunteer a task boundary, a handover and a contact for unresolved decisions.
- Write a clear group arrival message
Put the address, entrance, meeting time and contact route into one usable message.