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Running the check-in station

The check-in station is the folding table where bands report when they arrive. Its jobs: confirm each band is here, capture their real bus and trailer counts, and verify the announcer's script details while a director is standing right there.

Who can run it: the host, a Co-Host, a Registrar, or a Volunteer Coordinator (staff roles). Volunteers sign in with their own accounts on any tablet or laptop.

Check a band in

  1. Open the Check-In Station (from the Command Center's Host Actions, or have volunteers bookmark the link). Every band is listed in performance order with its scheduled time.
  2. When a band's director walks up, find their row and tap Check In.
  3. Walk the form with the director:
    • Buses Arrived and Equipment Trailers — the form shows what they registered ("Registered: 3") so you just confirm or correct.
    • Announcer Script — read them their Show Title, Superintendent, Drum Major(s), and captains, and fix anything that's changed. This is exactly what the announcer will read over the PA, so a 30-second read-back here prevents a cringe on the loudspeaker later.
    • Verification Checklist — tick Accessibility needs verified and Student leaders verified.
    • Notes — anything the host should know: running late, equipment trouble, accessibility specifics.
  4. Tap Confirm & Check In. The row shows a Checked In badge.

Directors can also self-check-in

Directors have a Complete Check-in button on their own phones that records buses, trailers, and the two checklist items. Both paths update the same record — if a band already shows Checked In when they reach your table, their director beat you to it; just wave them through (or open the row to add notes).

Check-in gates the show

The announcer cannot stage a band that hasn't been checked in — the press box sees "Waiting on check-in." If a band is on site and warming up but the table missed them, check them in right away.