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Instruction Manual for Hosting Organisation Version 1.5 / May 2008.

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Presentation on theme: "Instruction Manual for Hosting Organisation Version 1.5 / May 2008."— Presentation transcript:

1 Instruction Manual for Hosting Organisation Version 1.5 / May 2008

2 D. Exceptions During Opening hours E. Event Running Days CDCD B. Badge Preparation (Just before Event Opening) Event Process Timeline (see separate page per arrow) X. Appendix: Printer settings (for optimal results) F. Close B. Open A. Sticker Preparation (1 or 2 days before Event) C. Reception Badge issuing at Opening E. Operations (IncidentDuring Event) F. Collecting the badges Event closure A Q & A Operations Questions & Answers

3 Phase A: Sticker Preparation (4 steps preceeding the Event opening day) Printer 3 Name Print pdf A Print: Eventname_A.pdf containing all stickers collected up to registration closing date. Name “Mr C.” Holder “Participant” “Mr A.” 4 Attach each printed sticker to the Sticker Holder plate Keep alphabethical order for easy look-up Be sure the folded Credit Card sized leaflets are present at Reception desk Stick! 2 Calibrate the printer, using the settings and instructions as described in Appendix A of this manual Printer Make testprint with first page (equals first 10 stickers) of downloaded pdf. Test print Check if stickers are printed as instructed in Appendix A. The printing of the major bulk should be done at least one day before the Event opening day to create a margin for any fault and / or exception handling. 1 Log in (*) to the Match-Making website and select the function: “Close Registration Phase A”. Download : Eventname_A.pdfMatch-Making Download : Eventname_A.pdf Name (*) Login and password are provided in orderconfirmation

4 Phase B: Badge Preparation (4 steps preceeding the Reception opening hour) 4 Transfer Box Transfer Box Install the Transferbox, put on the power. A self test will occur during start-up and should return a Green Led. The Transferboxes should be installed on a minimum distance of 2 meters (7 feet) between them! If the LED emitts only Red, re-try the start-up procedure: turn off the power and try again. If all fails, call the B2M support desk. 2 mtr “Mr B.” Click! “Participant” “Mr A” Do not remove the battery protection flip! 3 Keep alphabethical display of Badges on Reception table Slide the T-shape into the Sticker Holder plate “Mr C.” Holder “Participant” “Mr A.” 2 Attach each printed sticker to the Sticker Holder plate Keep alphabethical order for easy look-up Be sure the folded Credit Card sized leaflets are at the Reception desk Stick! Printer 1 Name Print pdf B Name Download : Eventname_B.pdf, use same settings as decribed in step 2 of sheet: Phase A and print this PDF. Two hours before Reception Desk opening hour: Log in (*) to Match-Making website and select the function: “Close Registration Phase B”.Match-Making (*) Login and password are provided in orderconfirmation

5 Transfer Box Phase C: Reception (4 steps just before and during Event Opening) Hand Over Activate I-Card “name” 3 Wait for the Green LED’s on the Box and the Badge. If not, see below! Supply the Badge with a folded Instruction card to the participant. Select the Badge from the Reception table and check participant name. If RED ligths emits in Badge or Transferbox: see 3.C below! 1 B2M Place the “Welcome / Departure” banners on strategic positions near the Entry gates and Reception, just before opening hour. B2M Theses steps are applicable only when these Banners are ordered for this Event 2 4 Place the “Silence Please” banners near Lecture rooms. C. When the Badge and the TransferBox have a communication error, a new Badge should be made. Follow Activating Error procedure on the Exceptions sheet. Participant reports to the Reception desk Remove the battery flip on the Badge just before activating. If the Badge for this participant can’t be found, see 3.B below! B. If the Badge for this participant can’t be found, a new Badge should be made. Follow the Missing Badge procedure on the Exception sheet. If there is a misspell, first active the Badge, then see 3.A below! A. After you have succesfully activated the Badge, a new sticker should be made. Follow the Misspelled Name procedure on the Exceptions sheet. Log in to Match-Making website (use Log in details from orderconfirmation). Prepare Reception desk PCMatch-Making

6 D. Exceptions (4 cases that might occur during Reception process) Printer New name Misspelled Name Hostess selects participant on the Match-Making website and updates the Name field. Hostess downloads and prints new sticker on the next available position on the sticker sheet. Be sure the Badge is Actived. If not, follow the Activate procedure at the Reception sheet first. Hostess removes old sticker and places new on Sticker Holder Other Questions? See separate Q&A sheet for more help Activation Error Printer Name Hostess selects participant on the Match- Making site and downloads the sticker. Hostess creates new Badge: follow the Stick, Click & Activate procedures. Hostess disables the fault Badge: follow the Dispose procedure in the Collecting sheet. (Badge Preparation, steps 2 & 3 and Reception, step 2.) Hostess prints the sticker on the next available position on the sticker sheet. New Badge Hostess creates new Participant (Company, name and Function) on the Match-Making website. Printer Name (Badge Preparation, steps 2 & 3 and Reception, step 2.) Hostess creates new Badge: following the Stick, Click & Activate procedures. Hostess creates in cooperation with participant its Questionnaire on Match-Making website. Hostess downloads and prints new sticker on the next available position on the sticker sheet. Missing Badge

7 E. Operations (3 cases that might occur during Operational process) Other Questions? See separate Q&A sheet for more help. Wrong matches Printer Name Hostess edits in cooperation with participant its Questionnaire on Match-Making website. Hostess creates new Badge: following the Stick, Click & Activate procedures. Participant does not have a good match at all. Badge itself works properly, Battery OK. (Badge Preparation, steps 2 & 3 and Reception, step 2.) Hostess selects the participant on the Match-Making website. Hostess downloads and prints new sticker on the next available position on the sticker sheet. Lost Badge Printer Name Hostess creates new Badge: following the Stick, Click & Activate procedures. (Badge Preparation, steps 2 & 3 and Reception, step 2.) ONLY if the participant name can’t be found, switch to New Badge procedure in sheet D. Hostess selects participant on the Match- Making site and downloads the sticker. Hostess prints the sticker on the next available position on the sticker sheet. Low battery Printer Name Hostess creates new Badge: follow the Stick, Click & Activate procedures. Hostess disables old Badge: follow the Dispose procedure in the Collecting sheet. Name Slow flashing LED (Badge Preparation, steps 2 & 3 and Reception, step 2.) Hostess selects participant on the Match- Making site and downloads the sticker. Hostess prints the sticker on the next available position on the sticker sheet. Participant has a working Badge but lost it somewhere.

8 F. Collecting the Badges (on final day, start preparation near closing hour) 1 B2M Only applicable when these Banners and / or Badge Collecting bins are ordered for this Event. B2M Put the Badge Collecting bins near the Departure banners and be sure a hostess is posted near them. 2 Approach Approach each participant that leaves the Event and ask him / her for the Badge to return. Put the used Badge into the Badge Collecting bins. C 3 Dispose Break the “back” of the Badge. Put the T-shaped devices in the reusable sturdy BOX marked “T”. T Remove the batteries and put them in the Battery container. Dispose the plastic holders in the regular Garbage bin Garbage B C

9 X. Appendix: Printer settings 1 Connect the printer, select the PDF and make sure all “auto adjustments” are “off” or set as “none” (see 3 red arrows). 2 Be sure to load A4 stickersheet such, that rounded corners of the sticker will be the bottomside of the page (Barcode needs to be printed on right bottom corner). Company Name Position Company Name Position Be sure that your printer set-up refers to A4 paper size and Portrait printing!


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