Intern Event Brief – General information

TASK INFO

Registrations When involved in the process of registrations, you will be required to greet the attendee and provide them
with their event/conference lanyard.

HOW TO:
Attendee name cards will usually be organised alphabetically by last name (or company name if the
organisation has not provided a specific person’s name for the registration).

As the attendee approaches the registration desk, ensure you greet them enthusiastically and politely
before asking for their last name. If you cannot locate their name card by last name, then ask for their
company name. Once you find their name card, attach an event/conference lanyard to the name card and
pass over to the attendee.

Ensure you include a polite send off as you hand over an attendee’s lanyard, e.g., “Thank you!” or “Have a
good day!”

What if they ask to collect another person’s lanyard?

If the attendee asks to collect another person’s lanyard for them, suggest to them that it’s best to leave the
other attendee’s lanyard at the registration desk for them to collect themselves to avoid confusion about
the location of their lanyard. If the attendee is still insistent on collecting the lanyard, then you can provide
that lanyard to them as well (try to keep track of who’s lanyard this was in case they approach the desk
looking for it).

What if I can’t find their name or registration?

If you cannot find the attendee’s name card by last name or company name, use EventsAIR to search for
the name or company of the attendee. You will be able to see if they have a registration in which case, you
can print out a replacement name card for them.

If you are still having difficulty finding the registration, proceed to ask Event&Conf staff members for
assistance. You can also double check with the attendee to ensure that another member of their
organisation hasn’t already collected their lanyard for them.

(For a two or more-day event/conference, attendees already registered from the day before will not be
required to re-register for the next day, they simply bring their lanyard from the day before to continue to
wear).

Customer Service Remember that you, as event staff, are at an event/conference to provide an enjoyable event
experience.

Wherever you are positioned throughout the day, ensure that you are friendly and polite with all attendees.
Be sure to smile and pay attention when attendees approach you and greet them enthusiastically with a
“Hi!” or “Good morning!”.

You may not know the answers to all the questions that attendees will have. If this is the case, simply tell
them you are unsure but will follow up for them. If Event&Conf staff is nearby, ask them for assistance
first. You may also be able to ask the venue or catering staff if the question is relevant to them.

Be vigilant in following up and returning to the attendee with solutions or an answer for them.

Separated sessions If the event/conference has sessions where attendees are splitting into different rooms or locations, you
should ensure that you have familiarised yourself with the agenda so that you can assist in directing
attendees to the correct location.

Be sure to know which session (name) is occurring in which location, this way you can help and provide
directions to attendees.

Be proactive in approaching attendees who look confused or lost. You can approach them by saying “Did
you need help finding the right room?” or “Did you need a hand with directions?”. You don’t need to wait
 for them to approach you.

General venue To be able to help attendees with their queries, you should familiarise yourself with the venue when you
information arrive. Take note of the nearest bathrooms, water refill stations and additional seating areas among other
things.

Mic running You may be asked to assist with running a mic during Q&A sessions at the event/conference.

General practice for this is to approach the attendee with the microphone and ask them to state their name
and organisation before asking their question. Once they’ve asked their question, take the mic back
and return to your position.

***More specific information will be given to you on the day including where to stand and exactly when
you’ll be needed in which session.

Ushering At the conclusion of each break, you may be required to assist in ushering the attendees back into their
session(s).

Ensure that you do this politely, indicting with your arms towards the location or room while saying
something like:

 “If you could please make your way back into *insert location* when you’re ready, the next
session is about to start, thank you!” OR
 “Do you know which split session you’re moving into? Do you need a hand finding the room?”

Try to avoid going up to a group of people multiple times. Some attendees may be choosing not to attend
that specific session so don’t force them to move on. Your ushering should just be a gentle reminder that
the next session is about to start if they want to attend.

Registration name Some organisations may be sharing one registration between two or more people from the organisation. If
changes this is the case, you will need to use the same lanyard and name card for those persons.

It may also occur that the intended attendee from an organisation has not been able to attend the
event/conference due to whatever reason, and the organisation has sent someone else in their place. If this
occurs, you will also need to change the name on the name card/lanyard.

You can change the name on the name card/lanyard by printing out the new person’s name to stick
over the top of the previous person.

Why is it important to reuse the same name card/lanyard?

1. Prevent confusion on the number of registrations / lanyards the organisation has. If the attendee
walks away with the old lanyard and the new one, the organisation would be able to have two
attendees attend the event/conference while only holding one registration.
2. Minimise waste.
3. Avoid creating additional name cards.
4. Company name is already on the bottom of the name card, avoids us having to reprint that
information.

Door staff At an event/conference that is ‘registration only’, you may be required to act as door staff. Keep in mind,
this task is only usually required during breaks in the event/conference where there is a high volume of
people moving in and out of the event area.

As door staff you need to ensure that everyone entering the event area has a lanyard, indicating that
they’re registered for the event/conference.

If you notice someone entering the event area without a lanyard, politely ask something like:

 “Excuse me Sir/Ma’am, did you have your lanyard on you?”.

What if someone doesn’t have a lanyard?

From their response you can either:
  Direct them to the registration desk to pick up their lanyard if they are, in fact, registered for the
event OR
 Inform them that the event is ‘registration only’ meaning that it is a ticketed event and therefore
we can’t allow them access into the event area if they haven’t registered for the event/conference.

Event App If the event/conference is using The Event App by EventsAIR, be sure to download it and familiarise
yourself with it prior to the day including all the different features (as the features change depending
on the nature of the event/conference).

You should be able to help attendees if they have questions about navigating the app and it will also be
helpful to always have the agenda available to you throughout the event/conference.