Step by step
Do this first.
Registration & check-in
Prepare
Registration & check-in
Swipe
Publish the event details
Make the b54 event page the source of truth: date, times, time zone, rules, and deadline.
Keep the link private
Send the join link only to registered participants. Never post it publicly.
Send timely reminders
Seven days out, check numbers. Forty-eight hours out, send the link and what to prepare.
Check in one person
Check people in one at a time as they join, by the name or email they registered with.
Teams need check-in
Only checked-in participants can join a team. Never bulk check in or accept a proxy.
Protect the attendee list
Never download, copy, screenshot, or forward the attendee list, and keep emails out of the chat.
Run the event online
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Use the b54 event page as the source of truth. It must show the date, the event window and its time zone, participant requirements, the code of conduct, the submission deadline, and any approved capacity limit. Close registration when the approved attendance is reached.
Seven days before the event, review the registration count and send a confirmation request if attendance risk is high. Forty-eight hours before, send the join link, the start time and time zone, what to prepare (a charged laptop, a stable connection, and any accounts the challenge needs), the conduct rules, and the submission requirements. Send the link only to registered participants and never post it publicly.
Online check-in
Only checked-in participants can be added to a team, so check-in still matters online. • Open check-in when the event window opens, in the main room or a check-in breakout room. • The participant gives the name or exact email they registered with, aloud or in a private message to the check-in volunteer. • The volunteer searches, selects the match, and checks in one person at a time. • Never bulk check in a list, check someone in for a friend, or add a person who is not in the room. • A genuine correction must say who made it and why.
Data rules
• Collect only what the platform asks for. • Never download, copy, screenshot, message, or reuse the attendee list, and never paste participant emails into the chat. • Volunteers search for one person at a time and see only the match they need. • Do not ask for national identity cards. Escalate identity concerns to b54. • Report any suspected data exposure immediately and stop further sharing while b54 investigates.