As a Meet & Greet volunteer you play an important and critical role in managing the arrival flow of our members and guests for a great first impression of the Meetup event. Ideally, there will be two people in the Meet & Greet role to allow for one to look after any assistance with the RSVP process whilst the other one is welcoming and guiding all other RSVP’d attendees.

Your role is to ensure each person has RSVP’d for the event before they get to the Check-In Desk.  For those who have not RSVP’d you will need to walk them through that process (with the QR code scanned on their phone) so that they are paid & registered prior to then going on to the Check-In Desk.

Here are a couple of key tips to make the role of a Meet & Greet successful:

• Please attend the pre-event briefing at 1:00pm to meet the PDN Crew and run through any parts of the day and your role.  If you are a first-time volunteer/or an existing volunteer but first-time in this role, please attend a separate briefing at 12:45pm.
• Please be ready and in the role/station by 1:30pm.
• Remember to wear the orange PDN Crew lanyard (handed out on the day) so all attendees can identify you.
• Meet & Greeters are located at the first arrival point into the venue to greet all attendees – therefore please stand at the first point of entry to the Meetup event. Depending on the venue/city of the Meetup this may be in the meeting room foyer, the top of the stairs or by a lift entry – the PDN Event Coordinator will guide you on this!
• Delays in accessing attendee tickets can cause significant delays at the Check-In Desk. Meet & Greeters located outside the room or down the hall will welcome people and ask them to get their tickets ready before moving on to the Check-In Desk.
• Whilst we want to be pleasant and chat to people, try to keep it brief otherwise we simply change where the bottleneck is located.
• Be familiar and confident with the RSVP process and how to access that via a phone with the QR code provided. The QR code is on the pull-up banner which will be next to where you are standing.
• Each attendee must be registered before entering – this means, every person is charged the attendance fees. Couples must register as individuals on separate email addresses, and anyone bringing a friend will also need to register.
• If attendees have registered and have the ticket QR code ready to be scanned - they can be directed straight to the Check-In Desk!
• If they have not yet RSVP’d, then ask them to do so now before moving on to the Check-In Desk by scanning the QR code on the pull up banner. The email with the ticket can take some time to process in our system - typically 1-2 minutes but can be up to 15 mins in a worst case scenario.

Troubleshooting:
 

• If an attendee forgets their mobile phone or doesn’t have access to show you their ticket, the Check-In Desk can “look up” their details by typing their name manually into the CodeREADr App.
• Some users do not have “images” turned on in their phone’s email application so the QR code will not show. Often, they can click a link in their email to “show images”. If this is not the case, then the Check-In Desk can “look up” their details manually per above. Ask them to check their email settings to allow images for next time.
• If they are an Annual Member, and they claim to have RSVP’d but cannot find their email or SMS message, then:
  • ask them to RSVP again using the QR code on the pull-up banner, or
  • ask them to check their spam/junk folders, or
  • they can access this page to view all of their Tickets - https://developernetwork.com.au/your-tickets
• Any troubleshooting with RSVP that you are unable to manage, please escort them to the Check-In Desk to get assistance from one of the Volunteers there.

Other Helpful Info:
 

• We send an email reminder at the time someone RSVPs, and then we send a sequence of emails reminding them of the event (one day prior to the Meetup and at 9 am on the morning of the Meetup), plus an SMS so they should be able to have this handy when entering.

And most importantly, thank you for the integral role you play for our Meetup events!