Onsite Registration/Check-in

Last Updated: 2/1/22

Onsite Registration and Check-in Ideology

Simple and touch-less flow for an attendee to check-in onsite.

Onsite Registration (purchasing a pass) may not be something that is doable during the Covid-Era of Events.

Current state requires a Surface Pro + QR Code scanner to initiate Check-in and Badge Print.

Future state we will allow attendees to check-in via the mobile application and direct them to where to receive their badge.

Sample Check-in Screen Layout

⁠

Note moving forward for contact-less events, the “Enter Email” section will be removed.

Sample Registration Layout

⁠

Attendee scans QR code at the soonest available Surface Pro check-in station.

A print job is sent to the print server in that “Lane”, there are 4 “lanes” in this scenario above.

Attendee waits in the queue for the badge to complete printing (roughly 10-15 seconds max).

Attendee receives badge from Ambassador staff with Lanyard attached and moves out of Registration.

Equipment Used

Surface Pro (version 6 or higher)

Datalogic GD4410-BK Barcode Scanner (

https://www.barcodesinc.com/datalogic/part-gd4410-bk.htm⁠

)

Freeman Built Stands to hold Surface Pro + USB attached scanner

Swiftcolor 4000D Printer (

https://www.swiftcolor.com/products/card-printers/scc-4000d/⁠

)

Print Servers (laptops) are connected to the printer and the local area network

Freeman Built Stands to hold Printer + Print Server

Network Setup Requirements

RainFocus Office Requirements

300-400 sq ft lockable office space

Two to three 6 foot tables and five to six chairs

Internet drop for WiFi access

Sufficient space or closet to store empty crates in the registration (if applicable), RF office area, and Lead Service Desk Area

Each Printer 31”W x 21”D x 24”H (average of 4 per event; registration area)

Pelican Case 22”W x 42”D x 14”H (average of 2 per event; office or desk area)

At least two 15-20 amp electrical drops

At least two 10-12 ft. surge protector power strips

Dedicated, private network running on 5 GHz bandwidth

Networking Requirements for Registration Desk

Two internet drops for the Saturn server, the main and backup, they have to have a static, private IP for each one

Check-in stations should have a hardwired connection with a DHCP address on the same network as the Saturn server. Simple switches are sufficient. Wireless is not reliable enough to ensure check-in will run effectively

It is required that all check-in machines, assisted registration, gift redemption machines, Titan, and Saturn hardware be on the same VLAN

Hardwired connection for each print server (Titan) - essentially an ethernet connection drop for each printer

Power for each check-in machine, printer, and print server

Dimensions are (W x H x D) 24.3 (W) x 16.1 (H) x 18.2 (D) inches

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