Tasks for the Attendee Management Team

2025-03-23

This is a daily report published by @nishimotz, the Chair of PyCon JP 2025, in a personal capacity.

PyCon JP 2025 will be held at Hiroshima International Conference Center on September 26-27.

We are recruiting organizing members. Please apply through the Organizing Member Application Form.

Attendee Management Team

Mission of the Attendee Management Team

Provide information to attendees and handle ticket sales.
Manage on-site registration and create an enjoyable environment for attendees.
Please refer to the PyCon JP 2025 Organizing Member Training Materials as a guideline.

Ticket sales (general, student, patron, business, organizing members, etc.)
Official party ticket sales (if separated from the conference ticket)
Responding to inquiries from ticket purchasers and attendees
Travel support (providing financial assistance for transportation and accommodation to those traveling from distant locations)
Preparation of invitation letters for international attendees
Design and preparation of name badges
On-site registration
- Design of registration flow
- Preparation of registration manual
- Briefing staff
- Operations
Lost and found services, help desk

On-site signage (venue guidelines, timetables, “Where are you from?” boards)
- Banner display is essential if it is offered as a benefit for patron ticket purchasers
Conducting surveys for ticket purchasers and attendees, analyzing participant statistics, reporting results
Monitoring ticket sales status
Articles and messages about
- ticket purchasing
- development sprints
- childcare services
- on-site registration procedures
- tutorial (if held)
- survey request

In 2024, we introduced U25 tickets and other initiatives.

For 2025, we aim to set ticket types and prices that will encourage more people to participate.

The chair’s current preference is to sell official party tickets separately from conference tickets to make the conference tickets more affordable.

The following are the chair’s ideas. The team is welcome to decide whether to adopt them:

The following tasks require coordination with other teams:

Ticket prices and quantities (including the ticket for organizing members) will be determined in coordination with the Chair Team (budget, accounting). The chair wants to reduce the burden on organizing members.
The number of party tickets will be determined based on venue constraints.
Development sprints and tutorial implementation will be coordinated with the Program Team.
Novelties, name badges, and other materials will use designs created by the PR Team.
Blog and social media announcements will be coordinated with the PR Team.
We will support tasks (mainly for the Venue Team) that require attendee count information.
It is necessary to grasp how many international attendees are expected to attend (and actually attend) from which countries. This is a task for other teams.

It can be challenging to link accounts across teams and systems for talk submissions (CFP), ticket purchases, payments, travel support, invitation letters, and potentially sponsor and organizing member management. We want to find ways to provide services and respond to inquiries smoothly.
Please actively consider technologies, including those introduced in 2024, to streamline on-site registration.
It is desirable to clearly define discount eligibility criteria in advance and ensure that verifications can be carried out reliably.
If necessary, we will consider recruiting staff who will only be active the day before or on the day of the event.
The Attendee Management Team has a principle that it does not handle money for ticket sales.

April: Determination of ticket types and pricing
May: Preparation of ticket sales system
June: Launch of ticket sales, design of travel support, preparation for travel support application
July: Travel support, support for international attendees
August: Inquiry response, production of materials, announcements
September: Pre-event communications, final preparations, registration, sprint
October and later: Reporting on survey results