# Event registration by phone — editable run card

Adapt this for your event and approved registration system. A phone conversation is not automatically a ticket, seat hold or payment. Keep detailed attendee data in the authorized system rather than this shared card.

## Before answering

**Event and edition:** [name / date / time zone]  
**Approved facts and policy version:** [source / reviewed by / date]  
**Current session and capacity source:** [system and owner]  
**Phone hours, languages and callback route:** [details]  
**Staff or automation operator:** [name / role]  
**Human exception contact:** [name / route and hours]  
**Confirmation method:** [approved email, text, mailed notice or other route]  
**Payment path for paid places:** [approved process; no card details in call notes]

## Call script

1. “Which event and date are you calling about? Are you asking a question, making a new registration or changing an existing one?”
2. Read the current options, prices, access information and availability from the approved source. Do not promise a place or exception based on memory.
3. Ask only for the fields needed for this request. If the caller acts for another person, follow your organizer's authorization and contact rules.
4. “Let me read that back: [name], [contact], [event/edition], [session or ticket choice]. Is anything incorrect?”
5. Enter the request in the authoritative system and check the returned status. If payment or approval remains, say exactly what is still required.
6. “Your status is [confirmed / awaiting action / enquiry only]. Your reference is [ID]. We will [confirmation or follow-up action] by [time, if approved]. For corrections, contact [route].”

## Minimal call record and follow-up

| Call reference | Event / edition | Request type | Authoritative record ID | Status | Remaining action and owner | Confirmation reference | Closed by / date |
| --- | --- | --- | --- | --- | --- | --- | --- |
| [stable ID] | [event] | [new / change / information] | [system ID / none] | [confirmed / awaiting action / enquiry] | [action, owner, due date] | [message reference / pending] | [name / date] |

**Unclear availability or integration failure:** State that registration is not confirmed; assign a human to reconcile it.  
**Accessibility, dietary, safeguarding or dispute request:** Use the approved restricted handoff; do not copy sensitive details into this broadly shared record.  
**Caller correction:** Record the correction date and the updated system reference rather than silently overwriting the old decision.

## Rehearsal before launch

- [ ] Free registration and paid enquiry have different, accurate outcomes.
- [ ] Full session or sold-out ticket is not promised.
- [ ] Duplicate and misspelled name are resolved without a second ticket.
- [ ] System outage produces a clear pending status and a named follow-up owner.
- [ ] Confirmation says the same status as the authoritative record.
- [ ] A caller can reach a person for an exception or use an alternative to voice contact.
- [ ] Public number, hours and language information match the event page and emails.