Registration Desk

Main Responsibilities

This guide applies to conferences using the PostgreSQL Europe Events System (also known as the EU Events System) and similar community event frameworks.

Working at the registration desk can be demanding at times, especially in the morning on the first day of the conference. For such busy periods, additional volunteers are scheduled to help manage the workload.

Typical tasks include:

• Checking in attendees and scanning tickets using the EU Events System
• Finding and handing out badges and lanyards
• Distributing conference T-shirts
• Selling merchandise (if applicable)
• Acting as the first point of contact for attendee questions or issues

The registration desk serves as the central information hub of the conference and represents the first impression many attendees will have. Volunteers should aim to be welcoming, helpful, and professional at all times.

Accessibility and Inclusion

Many conferences participate in accessibility and inclusion programs such as the Hidden Disabilities Sunflower scheme or similar initiatives. If your conference is part of such a scheme, please ensure that registration desk volunteers take a few moments to review any training materials provided by the organisers.

Lanyards, cards, or similar identifiers for these initiatives may be available at the registration desk. Attendees who request them should receive them immediately — no questions or justification required. Volunteers may also wear a supporting lanyard to indicate awareness of the initiative.

The organisers should ensure that reference cards or quick-guide materials are always available at the registration desk.

Coverage

There should always be at least one volunteer present at the registration desk during conference hours. Volunteers should coordinate handovers to make sure the desk is never unattended.

Who Can Volunteer for the Registration Desk

For high-traffic periods (such as the morning of the first day), organisers prefer two or three experienced volunteers to ensure that check-ins run smoothly and no backlog forms. These times are usually marked as busy in the volunteer schedule.

At all other times, any volunteer is welcome to sign up for a registration desk shift. This is a great opportunity to meet attendees and remain in the heart of the conference activity.

If you have not worked at the registration desk before, please request an introduction or short briefing from the organisers before your first shift.

Notes

• The check-in process uses the PostgreSQL Europe Events System, available via the conference website.
• You will need a mobile device with a working camera to scan attendee ticket barcodes or QR codes.
• Always handle attendee data and badges carefully and in accordance with GDPR and the conference’s privacy policy.

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This guide is based on community best practices for conferences using the PostgreSQL Europe Events System and similar EU event platforms.