السَّلامُ عَلَيْكُمْ ورَحْمَةُ اللهِ
Reception Team
Reception is the event's information and coordination point. The team manages contestant attendance, directions, messages from parking, first-aid escalation and orderly checkout.
Minimum one receptionist at the desk at all timesDesk cover is continuous: reception stays open from registration until the competition and ceremony have finished. Breaks must be staggered, with a clear handover and at least one person remaining at the desk.
Your role schedule
Reception running plan
Main responsibilities
Check-in and information
- Open the correct boys' or girls' competition in the Reception Desk programme.
- Confirm the contestant's name and category, then mark them present.
- Give any approved lanyard, pass or event information.
- Explain rooms, prayer areas, toilets, food arrangements and any current instructions.
- Ask an usher to guide the contestant and guardian to the correct room.
- Keep the search screen clear and ready for the next person; never discuss one family's private details with another.
Movement and checkout
- Pay special attention at the beginning, during Dhuhr and at the food break.
- If a contestant leaves and returns, record the movement accurately and add a useful note where needed.
- At the food break, assigned receptionists go to rooms 10 minutes before finish and complete checkout before contestants disperse.
- Confirm whether the contestant is actually leaving the venue or only moving to food. Do not mark “Left venue” unless this is confirmed.
- The post-ceremony checkout method will be decided and briefed on the day.
Messages from parking
Parking records are synchronised with reception. They include the contestant/family name, vehicle registration, parking location and any notes.
- If a vehicle must be moved, search the registration or contestant name in the Reception Desk programme.
- Contact or locate the linked family calmly; explain the exact vehicle and location.
- For a blocked driveway or emergency access issue, inform the Competition Lead and act without delay.
Refreshments and support
- Keep an eye on tea, snacks, water, cups and supplies in the reception refreshment area.
- If anything is low, ask the assigned Food volunteer to restock it; reception should not be left uncovered.
- First aid is based at reception. Keep access clear and call the appropriate lead for medical or safeguarding concerns.
- For a missing child, immediately record the name, category, last seen place and who reported it, then alert the Competition Lead.
Good handover: tell the next receptionist about people expected back, unresolved parking issues, any medical concern and anything the Competition Lead has asked reception to watch.
Complete competition schedule