The registration station is designed to welcome, check-in, and guide participants. If the site contact has provided you with a roster, check off individuals as they arrive at the event. Write in the names of individuals who did not sign up for the event and include the time they attended. At the end of the event verify that the quantity of individuals you have listed on the roster matches the quantity of consent forms collected. Distribute consent forms and flu vaccine information statements, if applicable, to participants and assist with participant questions about the consent form.

It is also helpful for registration staff to assist with crowd control and the completion of consent forms. The event ID and date can be filled in by registration staff on all consent forms. On flu shot consent forms, registration staff can also document the vaccine packaging, manufacturer, and lot number, if the same lot is being used for the entire event. Registration staff should verify that consents are completely filled out by the participant prior to participating in the screening or flu shot service. Additionally, they should remind flu shot participants to roll up long sleeves prior to visiting the nurse.

Participant Experience

Welcome

• Welcome the participant
• Thank the participant for coming
• Provide a copy of the consent form and instructions on how to complete

Ask don’t Tell

• Ask the participant to complete the entire top portion of the form don’t tell them
• Allow the participant to leave the unique ID field blank if they don’t know their unique ID or if they aren’t comfortable providing the information

Watch for Signs

• If a participant seems to have trouble completing the form, offer assistance
  • Fasting means not eating or drinking anything (except water) for the amount of time specified on the consent form

Guide to Next Station

• Guide the participant to the first station, making sure they know where to go and what to do

Important Tips

• If a participant asks you a question about their program and you don’t know the answer, direct them to their HR representative or the TW Primary Contractor
• Accommodate scheduled appointments first and walk-ins as you can
  • If walk-ins are causing a wait or service delay, ask the walk-ins to return toward the end of the event
• Fill in the event ID number and date for the participant/TW contractor
• Document the vaccine manufacturer, packaging, and lot number on flu consent forms if the same lot is being used for the entire event
• Assist with crowd control
• Remind flu shot participants to roll up long sleeves