Circoloco
Amsterdam

My role

Check-in
Operations.

• Manage crew and volunteer check-in and check-out across multiple shift changes throughout the event.
• Track arrivals, ETAs, late arrivals and no-shows, maintaining an up-to-date overview for the Crew Manager.
• Manage crew arrival administration and check-in records throughout the event.
• Coordinate volunteer contracts and essential crew materials before each shift.
• Maintain direct communication with crew members, volunteers, runners, the Entrance Manager and Crew Manager during arrivals and shift transitions.
• Handle accreditation issues, exceptions and operational escalations, documenting relevant information and communicating issues to the appropriate manager.

Project context

The check-in desk acts as the operational connection between incoming crew and the teams already working inside the event. With staff arriving across several shift waves during the day, the role requires a continuously updated overview of who is expected, who has arrived, who is running late and whether any planned crew members are no longer available.

Before each shift, I use the operational communication channels and contact crew members directly when necessary to confirm their ETA and anticipate delays or no-shows. As they arrive, I complete the check-in process, handle the required crew logistics and communicate their arrival to the Crew Manager, Entrance Manager or runner responsible for bringing them to their position.

The same process continues during shift changes and check-out. Maintaining accurate information allows the Crew Manager to react early when staffing changes, while issues such as missing accreditation, unexpected absences or other exceptions can be escalated before they affect the operation.