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Registration/Attendees

This runbook is focused on Registration / Ateendees and what you need to prep for taking on this role! There are a several key elements that are needed to be done before, during, and after the conference to ensure a succesful completion of the Registration role. In a nutshell, our job is to ensure that attendees can register, attend, and are reminded of the awesome DevOps exerpeince they will experience at DevOpsDays Austin. Please read below to learn more!

Role description

The role of registration is centered around the idea of selling / supplying DevOpsDays tickets to our attendees + vendors + speakers. The registration team needs to collaborate and work with other organizer teams (specifically Website, Swag, and Volunteers) since multiple areas are tightly coupled with the registration organizer team.

General Tasks

  • Setup the Ticket Registratiation Tool (Verbage, Finalize Ticket Prices, Vendor Codes, etc.).
  • Work with Website and Core Organizer Team to coordinate when we should promote ticket sales (Early Bird, Normal Sale, etc.).
  • Work with Swag Organizer Team to ensure we have enough t-shirts, lanyards, and badges for the total number of attendees.
  • Work with Volunteer Organizer Team to properly staff registration tables each morning / afternoon of the conference.
  • Various emails / reminders sent out leading up to the conference to make sure everyone understands expectations + rules.
  • Typical Registration "stuff" --> Scan Tickets, Pass out Swag, ensure Attendeess are comfortable on what to expect for the conference.

Important Dates

Prior To Conference

  • February 2024 - Early Bird Ticket Sales
  • March / Early April 2024 - Normal Ticket Sales
  • April 2024 - Final Promotion Push Ticket Sales.
  • May 2024 - Ensure Volunteer staff has been identified and understands responsibilities.

During The Conference

  • May 2024 - Reminder Emails sent out a few days prior to conference.

After The Conference

  • May / June 2024 - SurveyMonkey emails to collect various forms of feedback (Attendee, Volunteer, Organizer, etc.)

Reminders or Common Mistakes

Important Note: Prior to 2024 we used Eventbrite (2024 will be the first year we are using the Pretix tool), so keep in mind some of the common mistakes may be framed around using the Eventbrite tool.

  • Ensure Ticket Registration does not open early (before early-bird sales date).
  • Set dates for reminder emails to go out before and after the conference.
  • Lock down the actual verbage of these reminders early, so we can just send it out without last minute edits / updates.
  • Understand what is needed for refunding tickets.