Admin WG
Logistics Lead
Role description
Note: This position requires a someone who can speak Thai.
Throughout event:
- manages the ticketing sales logistics
- liaise with accountant to manage tax invoices requested by attendees.
Before
- together with conference lead and treasurer, decide on the ticketing category and price for the tickets.
- oversees registration of participants
- registration of payments
- handles printing of badges
- ensures smooth operation of ticket check ins with on-site gate agents
- receives printed tax invoices from accountant
- resolution of various problems with registration
- Ensures all staff who need access are registered and have the necessary credentials to work with the registration site.
During
- co-ordinates with on-site ticketing agents
- ensures all tax invoices are picked up if they were not sent before the event.
After
- Creates a post report about improvements needed for the following year.
- provide an updated report of ticket sales
Guidelines
Ticketing
Make use of online ticketing sales websites. PyCon previously used Eventpop and is currently using Ticket Melon.
In addition to that, ticketing sites take care of processing payments,issuing tickets on your behalf, online checking in which saves you the headache of worrying about extra administrative tasks and provide demographics of your attendees.
- Must able to produce a list of attendees, showing attendee name, T-shirt size, food preferences if any, include in delegate listing Y/N, permission to e-mail about PyCon Y/N, paid/unpaid Y/N, certain special flags (e.g. speaker/session/chair) so we can hand them the right swag bag and info.
- Must support different prices for students and non-students.
Current PyCon Thailand basically has 3 different categories:
Normal/Business - Able to claim for tax refund, this ticket is the most elevated but it also helps to subsidise other ticket categories.
Subsidised - For individuals whose tickets are not subsidised by their companies.
Students - special student rate and subsidised both by business tickets and PyCon.
Keeps or can generate the total revenue for the conference.
- Badge information must be exportable (or maybe we can produce PDF for printing).
- Badges must show: user's name, certain flags (speaker, session chair, volunteer). This could be discussed with the Tech workgroup to find a suitable app.
- Badges can optionally show the attendee's organization and home location, at the attendee's choice.
- Attendees can register for the conference and optionally for workshops.
- The software should track the number of attendees for each workshop, closing registration once the workshop has filled up.
- Workshop money may need to be refunded if it is cancelled.
- Workshop may need to be switched to another if cancelled?
- Maybe they specify 1, 2, ... preference for am and pm, and we refund only when no preferred workshop is available? *
- Multiple attendees can be registered in one operation and charged to the same credit card. A maximum of 3 attendees is sufficient.
- Registrants can optionally donate an amount to the Python Thailand?
- Complimentary passes without charging a credit card. (We still need to count free attendees for T-shirt counts, etc.)
- Reports: list of all publicly visible registrants, list of all registrants (admin only), list of unregistered speakers.
- Export presentation materials into a directory tree that can be turned into the conference proceedings.
- Ensure that all sponsorship ticket codes are given out to the Sponsorship workgroup to be distributed to each individual sponsor.
- Double check on speakers list to ensure that speakers who had bought their tickets will be distributed with the correct badge category.
- Liaise with ticketing company for the check in system
- To prevent unnecessary manual work, try to include the details of the company as stated below and prepare the tax invoices in advance to send to attendees who have purchased the corporate tickets.
Information required on ticket
Tax Invoices
Tax Invoices will only be applicable for attendees who purchase the business/corporate category.
Ensure that attendees who requested for tax invoices will have the following details:
- company name
- company address
- company tax id
- contact number
Should the tax invoices be collected on-site, make sure attendees are well-informed on where to pick up their tax invoices.