Job Description: On-Site Event & Registration Lead

Event Date: October 21st OR October 22nd, 2026 (TBD)
Total On-Site Hours: ~6 Hours (Morning start time to be confirmed)
Location: On-site in SF. Venue to be shared later.

Position Overview

We are seeking a reliable, detail-oriented, and tech-savvy Event & Registration Lead to manage registration operations, equipment setup, badge printing, and guest check-in for an upcoming event.

You will serve as the primary on-site lead for badge printing equipment and registration, working in coordination with our remote support team via video calls.

Key Responsibilities

1. Pre-Event Logistics & Setup Prep

• Receive Advance Shipments: Accept deliveries at your home prior to event day, including:
  • One (1) Pelican flight case (~80 lbs on wheels).
  • One (1) box of event badges.
  • One (1) box of lanyards.
• Shipment Confirmation: Inspect and confirm receipt of all materials promptly upon delivery.
• Pre-Event Briefing: Attend a pre-event coordination video call with the project lead to walk through setup procedures, logistics, and event expectations.

2. Event Day Setup, Testing & Printer Calibration

• Transport: Safely transport the Pelican flight case, badges, and lanyards to the venue.
• Equipment Assembly & Calibration: Unpack and set up the registration gear, including loading badge stock and live-recalibrating Zebra badge printers on-site.
• Remote Tech Sync: Join a live video call (Zoom/Google Meet) with remote support staff to test equipment, verify connectivity, run test prints, and fine-tune print alignment.
• Speaker Badges: Pre-print speaker and VIP badges prior to guest arrival to streamline check-in.

3. On-Site Registration & Guest Check-In

• Welcome Guests: Greet attendees with a warm, professional demeanor.
• Check-In Management: Check in attendees using supplied registration tablets and manage real-time badge printing.
• On-Site Registrations: Process walk-in registrations using a designated administrative access code.
• Live Support: Collaborate with the remote support team (on standby all morning) for any real-time troubleshooting or hardware adjustments.

4. Breakdown & Return Logistics

• Wrap-Up Criteria: Once approximately 75%–80% of attendees have checked in, print any remaining batch badges (if required), pack down the registration station, and safely repack the Pelican case.
• Return Shipping: Affix the provided prepaid FedEx shipping label to the Pelican flight case and drop it off at an authorized shipping location (or schedule a pickup as instructed).

Qualifications & Physical Requirements

• Zebra Printer Expertise: Demonstrated comfort and hands-on experience operating and recalibrating Zebra badge printers live on-site.
• Physical Capability: Ability to lift, roll, and transport heavy gear (the main Pelican flight case weighs approx. 80 lbs and is equipped with wheels).
• Tech Comfort: Comfortable using tablets, running simple hardware setup (cables, power, network connectivity), and following live instructions over video calls.
• Customer Service Mindset: Punctual, friendly, composed under pressure, and professional when interacting with attendees.
• Reliable Transportation: Personal vehicle capable of transporting an 80 lb Pelican case and additional boxes to the event venue and FedEx drop-off location.