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

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).
• Check that registration numbers are reasonable.
• Accept Klinikum registrations if ticket approval is required as if they were from LMU itself.
• Approve TUM tickets in case of Carpentry training (whose membership was paid by MCML, a LMU-TUM collaboration)
• Approve additional registrations depending on seat availability.
• Email registrants at least two days in advance.
• Use the registration platform or manually send reminders with relevant information (e.g. Zoom link, abstracts).
• 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 for large events with application (e.g. OSS) through:
  • Google Form with name, email, confirmation of attendance, attendance mode, and preference for of two parallel sessions (if applicable).
  • Google Form for PI approval of participation and later adoption of open research practices (if required).
• Confirm whether applicants wish to remain on the waiting list.
• When the event becomes fully booked, or four days before the event (whichever comes first), email the top three people on the waiting list to check whether they are still interested in a last-minute invitation.

ImportantEvent Fully Booked?

If the event is fully booked, it is advisable that you communicate that to accepted participants in case they no longer plan to come. 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

Venue & Logistics

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

Communication amongst participants

• Create an online workspace for attendees (if applicable), i.e. the so-called ‘Central Document’ for the summer schools (e.g. OSSS26 central document)
• Share the Code of Conduct.
• Share password-protected webpages (e.g. Zoom links, private repositories).
• Invite LMU participants to the OSC chat space.

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 with materials and feedback forms.
• Send certificates of attendance.

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