Volunteer Preparation Before The Event

The Event.Gives platform provides a variety of support options to ensure the success of your event. You can hire an Event Expert by clicking the yellow button on the "Event Settings Tab."

Leading up to your event, reach out to support@event.gives to schedule a call with you and your event volunteers to go over check-in, check-out and other FAQs. 

If you have hired on-site event support ($750 plus travel/lodging), our Event.Gives expert will meet with event volunteers one hour prior to your event to make sure they know how to use the system and are ready to help attendees. If you hired a Remote Event Expert ($300 for 4 hours of assistance) this Expert will be available via a conference line or direct call to you and your event volunteers to answer any questions you may have.

Check in and Check out volunteers should be on the event site Wifi and should have access to power cables. All guests should use their own data plans (putting everyone on the same Wifi will mean SUPER SLOW internet). They should should be logged into the Event.Gives Manager (multiple people can share a login or you can add managers individually).  

For details on Check in and Check out, look at the documents in our printables section.

Check-in

If you have a ticketed event make sure your check in volunteers know if they're using laptops on the "Event Check in" section, or smart phones/tablets using QR codes to redeem guest tickets.  Also if you are using paddle numbers make sure the volunteers know where they are and how to assign them.

If you do not have a ticketed event, all volunteers should be in the "Event Messaging" tab prepared to ask guests their phone number so they can text them a link to the auction using "join attendee."

All volunteers should get the auction link and practice texting in bids as well as clicking the link and bidding through the mobile site so they can help guests bid.  They can't help if they don't know how Event.Gives works.

Check-out

Meet with check-out team and runners and prepare them for their duties. It is a good idea to have runners paired with check-out stations so that an attendee can check-out and then the runner can get their winning item and the matching information packet for that item. Make sure check-out volunteers know how to use the Admin dashboard.  They should be ready when check-out begins with their screens ready to search names.

Make sure there is a clear check-out plan and procedure. If an attendee reaches the check-out station to confirm their winning bid, you can ask them to follow through and confirm payment on their phone or you can hit the Charge card button on the item. Decide whether or not guests will be able to leave with items before their payment has cleared green. Decide on the process for disputed wins and for check or cash items. Also decide on how payment will be handled for live auction items, if applicable. 

Make sure to prepare your runners to know where the items are, the packaging under the tables or located elsewhere, and the place to find the relevant information to accompany each item. If possible, group your items by category and use a slip of paper with the basic information for each item won. This slip of paper can be filled out by the check-out volunteer and given to the runner to track down everything needed for each winning item.