Liaising with Attendees

Throughout the lifecycle of an OSC event, attendees may need to receive different types of information, ranging from registration confirmations and logistical details before the event, to technical support and announcements during the event, and follow-up communication, materials, and feedback requests after the event.

Here are useful checklists of things to do and consider:

Before Event

Registration & Applications

Registration & Applications

Find detailed instructions here: Registration and Applications

• Create registration page for the public part of the event (e.g. in-person, online, waiting list for non-members; decide whether registration is per session or for the whole course).
• If applicants need to apply for specific sessions (e.g. hands-on workshops with limited seats), develop rubrics to score applications.
• Send registration information and forms to applicants via email.
• Confirm attendance:
  • Google Form with name, email, confirmation of attendance, attendance mode, and R/Julia preference.
  • Google Form for PI approval (if required).
  • Confirm whether applicants wish to remain on the waiting list.
  • Create registration page for attendees joining only the public part of the event.
• Check that registration numbers are reasonable and that registrants selected the correct tickets.
  • Accept Klinikum registrations if ticket approval is required.
  • Approve TUM in-person tickets.
  • Approve additional registrations depending on seat availability.
  • Email applicants at least two days in advance.
  • Email the top three people on the waiting list to check whether they are still interested in a last-minute invitation.

Venue & Logistics

Venue & Logistics

• Inform local attendees about the in-person reception and registration requirements.
• Print signage for the in-person venue.

Communication & Promotion

Communication & Promotion

• Advertise the event through relevant channels, e.g.:
  • Graduate Center
  • Infodienst
  • OSC channels
  • BlueSky/Mastodon/LinkedIn
  • UB University of Munich – Central Library
  • Departmental communication officers mailing list
  • Follow-up list of communication officers
• Create an online workspace for attendees (if applicable).
  • Share the Code of Conduct.
  • Share password-protected webpages (e.g. Zoom links, private repositories).
  • Invite LMU participants to the LMU OSC chat space.
• Send reminder emails to registrants:
  • When the event becomes fully booked, or
  • Four days before the event (whichever comes first).
• Use the registration platform or manually send reminders with relevant information (e.g. Zoom link, abstracts).

ImportantEvent Fully Booked?

If the event is fully booked, it is advisable that you communicate that to still interested persons. Here is an email template that you can adapt:

Dear registrants of the XX title of event XX,

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: XX zoom link XX

Meeting ID: XX Passcode: XX

We are looking forward to discussing with you soon!

Sincerely, XX

During Event

• Manage attendee check-in and registration (if applicable).
• Ensure signage is displayed appropriately.
• Monitor attendance and manage any last-minute changes or waiting list admissions.
• Provide logistical or technical support to participants as needed.
• Ensure participants have access to online workspaces, Zoom links, and other required resources.

After Event

• Follow up with attendees as needed.
• Send certificates.

See this section for more information: Wrap Up and and Feedback