Allocating staff and volunteers to check-in
You know roughly how many guests are coming, and now you have to put names against desks and hours.
The short answer
List the posts first, then the hours each post is needed, then the people. A post is a job, such as scanner desk, exceptions lead or floor host, and each needs a named person and a named backup.
Use the check-in throughput estimator for illustrative desk counts, then check your roster against breaks and overlaps with the shift and break planner. Whether a roster meets labour or volunteer rules is for you or your advisers to confirm; the planner only shows coverage.
Posts to cover
| Post | What the person does | Needs cover for |
|---|---|---|
| Desk scanner | Finds or scans the guest, hands over the badge. | Breaks, peak hour. |
| Exceptions lead | Decides exceptions using the identity procedure. | Absence, lunch. |
| Floor host | Directs guests, keeps the lines tidy, answers questions. | Breaks, long hours. |
| Supplies runner | Refills badges and stock, collects the manual log. | Any gap in other posts. |
| Registration lead | Owns the plan, the supplier contact and the decisions. | No substitute at the desk, so name a deputy. |
Hours and shifts
- Set a heavy window around the start of arrivals and a lighter window after it.
- Put the most experienced people on the heavy window.
- Overlap shifts so no one leaves while the line is long.
- Plan breaks by named person and time, and put a cover person against each.
Briefing the team
Brief everyone on the same one-page card: the posts, the exceptions route, the fallback trigger and who to call. Run a short practice with real badges before doors open.
Volunteers need the arrival time, what to wear, where to eat and who they report to.
Sequence
- Take the desk plan and the estimated arrival window.
- Write each post with its hours and cover.
- Fill the roster, name backups and check breaks.
- Brief the team a few days ahead and again at the start of the day.
- Record who was where for the reconciliation and next year's plan.
Worked example · Fictional example
A morning roster for one lobby
Fictional organisation and figures, illustrative only.
A fictional association plans four scanner desks, one exceptions lead, two floor hosts and one supplies runner for the heavy window from 7.30 to 9.00am. After 9.00, two desks close and the volunteers move to the plenary doors.
Breaks are staggered so that at least three desks stay open. The shift planner shows an uncovered half hour for the exceptions lead, so the registration lead assigns a named deputy for that slot.
Use this yourself
Check-in staffing roster
Fill one row per post per shift. Add a cover person against every break.
| Post | Shift | Person | Backup | Break time and cover |
|---|---|---|---|---|
| Desk scanner 1 | ||||
| Desk scanner 2 | ||||
| Exceptions lead | ||||
| Floor host | ||||
| Supplies runner | ||||
| Registration lead | Deputy: |
Handle it in-house, or bring in help?
Your team can usually handle this when
- A small number of desks and staff or volunteers you already know.
- Hours are short, with room for breaks.
- A lead volunteer can brief and supervise the team.
Outside planning help earns its fee when
- Many desks over several days with changing teams.
- Volunteers from several organisations with different rules.
- No one is free to brief the team and run the first hour.
Want the roster built and the team briefed?
A conference project lead can turn the desk plan into a staffing roster, arrange breaks and cover, brief volunteers and staff, and keep the exceptions lead and the fallback roles clear. Share your desk plan and hours to discuss the scope.
Questions organisers ask
How many people do we need?
Start from the desk count in the throughput estimate, then add the exceptions lead, floor host and supplies runner. Test the numbers with a practice run.
Can the planner tell us the roster meets labour rules?
No. It shows coverage and gaps. Confirm labour or volunteer rules with the people responsible for them.
Who covers the registration lead?
Name a deputy before the day. See the arrival-wave planning page for timing.
Related resources
Content record: Draft. Written from the cited sources and checked by automated rules; not yet independently reviewed.