Liaising with Attendees

Here’s a useful checklist of things to do and consider when commmunicating with the attendees for an event:

• Create registration page for public part of the event (several tickets, e.g. in person, online, waiting list for non-member – on for each session or for the whole course only).
• If the registrant needs to apply to attend specific sessions (e.g. hands on workshop with limited number of seats), then develop rubrics to score applications.
• For in-person reception: secure venue, catering, & prepare registration form
• Advertise event to relevant channels, e.g.
  • graduate center
  • Infodienst
  • OSC
  • BlueSky/Mastodon/LinkedIn
  • UB University of Munich - Central Library
  • List of comms officers per departments
  • Follow up list of comm officers
• Send an email and forms to applicants
• Confirm attendance (Google form with name; email; “I confirm and will inform if need to cancel”; confirm mode of attendance and R/Julia) + Google form for their PI to approve; waiting list- confirm desire to be on waiting list (Google form) + registration page to attend public part of event
• Check that registration numbers are normal, and check that the registrants bought the right tickets etc.
  • Accept Klinikum, if their tickets need approval.
  • TUM in person ticket also to approve.
  • The rest may need approval depending on whether there are seats remaining- email them minimally two days in advance. (Suggestion: email the top 3 on waiting list to ask whether they are still interested to be invited last minute or not)
• Inform local attendees of in-person reception they need to register for
• print signage for in person venue
• Send participants’ info to instructors who requested it
• Have the registration platform or manually send reminder to registrants/applicants with relevant info (e.g. Zoom link, abstracts)
• Possibly create online workspace for attendees + share CoC + share password protected webpage (e.g. with Zoom link, or private repository) - invite LMU participants to LMU chat OSC space
• Email reminder to registrants either when fully booked or 4 days in advance (whichever comes first)

Mail draft if fully booked:

Dear registrants of the FIXME title (linked),

The in-person seats of this event are now booked out and there are already people on the waiting list.
Please cancel your seat reservation if you can no longer attend in person by emailing me back or directly on Pretix.
Your participation will remain possible online: FIXME zoom link

Meeting ID: FIXME
Passcode: FIXME

We are looking forward to discussing with you soon!

• Send participants’ info to instructors who requested it