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Instruction Manual for Hosting Organisation Version 1.5 / May 2008

Instruction Manual for Hosting Organisation Version 1.5 / May 2008. Event Process Timeline (see separate page per arrow). B. Badge Preparation (Just before Event Opening). E. Operations (IncidentDuring Event). Q & A Operations Questions & Answers. A. Sticker Preparation

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Instruction Manual for Hosting Organisation Version 1.5 / May 2008

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  1. Instruction Manual for Hosting Organisation Version 1.5 / May 2008

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

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

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

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

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

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

  8. F. Collecting the Badges(on final day, start preparation near closing hour) 1 Put the Badge Collecting bins near the Departure banners and be sure a hostess is posted near them. B2M B2M C Only applicable when these Banners and / or Badge Collecting bins are ordered for this Event. 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”. Remove the batteries and put them in the Battery container. T Dispose the plastic holders in the regular Garbage bin. Garbage B + - + -

  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). Be sure that your printer set-up refers to A4 paper size and Portrait printing! Company Name Position Company Name Position

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