JLA hot tips

Rethinking the welcome table

One of the most important but often overlooked parts of an event plan, the entryway is where we welcome people and accommodate their needs. Here are 5 tips for your welcome table. 

  • Avoid a list of people’s names and contact information that are publicly visible. Instead, consider having people submit slips into a box, or provide a sign-in form online. A QR code can allow people to sign-in quickly on their phones, and then link them directly to the feedback form for the event. 

  • Signing in should be optional, because providing personal contact information may not feel comfortable for all community members. Give each greeter a tally clicker to track how many people attend.

  • Some of our favorite questions to ask to make an event experience more welcoming: What are you most interested in learning about today? How did you find out about the event? Is there anything that can help make this meeting more helpful to you (interpretation, paper, pen, materials, etc.)? Did you get the information you needed? 

  • Public events are considered public spaces, but it's always nice to let people know if photos are being taken and provide an option to opt-out (for example, by placing a colored dot on their shirt or name tag).

  • The opportunity to circle around before an event helps everyone know their roles, ask questions, and contribute to making the experience safe and welcoming for those that attend.