Each event that you are involved in will be quite different; However, by consistently following your own rules of execution when preparing for them, life will be easier to live. How do you make this list of guidelines? Hearing what others have done before you, combined with some of your own trial and error experiences, will be a start.
Take the time to take note of the similarities in each event you participate in. Look for things like the deadline or the final registration date. When is the payment due, before the event with your registration or at the event? The type and style of the event information package, as well as the show packages for the participants to be distributed. Online or manual entry systems and who will be in charge of this area. The need to distribute collected information. On-site presence requirements as well as post-event tasks. Any ticket or product sales and how they are managed. Are participants allowed to make changes after submitting their registration?
Each of these categories is important in its own right; however, they may not be important to each and every event you participate in. Meet with stakeholders early in the process to determine the importance of some areas over others. Once you get your opinion on these topics, and more, it will become clear why you need to be aware and consistent about it.
- The deadline and how payments will be collected are critical areas in how stakeholders will finalize the event; ensure the prepayment or deposits of equipment and calculate payments or prizes.
- Event Information Pack – This is where the rules are detailed. All information related to participation in the event must be provided in this packet.
- Show package: This package contains the so-called final information and the schedule about what will happen in the event.
- Equipment – Everything from walkie-talkies and computers to live animals (aka stock) must be in place before the event goes off. Disasters can occur if planning and reserving a piece of equipment has not been included in the planning.
- Entry system: online, by phone and by mail registration is the norm. A good entry system, regardless of the method, must adhere to the rules that have been established and distributed in the entry package.
- Information sharing, on-site presence, and post-event participation: Registrars of record often act as secretaries for shows. Be prepared to participate before, during and after. Some cases may require information to be given to others to do so during the event. Visit with stakeholders to clarify what is expected of the position at all times.
- Ticket and Product Sales – These items contribute to revenue and provide information targeting quantities required for specific areas, such as seating capacity, crowd control, or how many product items are needed to fulfill orders.
These are just a few of the required areas that need consideration for a career as a check-in clerk or show clerk office manager to be successful. After you’ve managed multiple events, the rules or guidelines will start to fit together and the parameters by which you will be successful will begin to flow.