1. Setup Tasks (Before Guests Arrive)
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Arrange and label materials:
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Alphabetized guest list (printed or digital).
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Pre-assigned name tags and/or bidder numbers.
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Blank name tags and markers (for walk-ins).
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Registration forms for walk-ins.
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Pens, clipboards, and any waivers or sign-in sheets.
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Event brochures, programs, or auction catalogs.
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Table signage (e.g., “Pre-Registered,” “Walk-In Registration,” “Bidder Number Pickup”).
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Set up tech if needed:
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Laptop/tablet for digital check-in or payment.
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Credit card reader and/or cash box.
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Wi-Fi connection or hotspot if needed.
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Brief all volunteers on:
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Check-in flow.
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FAQs and event details.
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How to handle payment issues or no-shows.
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2. During Guest Check-In
For Pre-Registered Guests:
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Welcome the guest.
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Find name on guest list.
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Confirm registration and contact info.
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Hand them:
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Name tag and/or bidder number.
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Event program/catalog.
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Drink/meal tickets (if applicable).
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Direct them to event area and explain bidding or schedule basics.
For Walk-In Guests:
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Have them fill out a registration form or input info digitally.
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Accept payment (cash, card, check as allowed).
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Issue name tag, bidder number, and event materials.
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Add name to master list for tracking.
3. During Event
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Stay available to assist late arrivals.
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Help resolve registration or payment questions.
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Provide general info to guests as needed.
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Alert event coordinator if guest needs special assistance or there's a check-in issue.
4. After Registration Closes
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Organize leftover name tags and materials.
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Return completed registration forms and collected payments to coordinator.
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Help transition the table to another function (e.g., Check-Out or Raffle Table).
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Help with cleanup or shift change briefing.
