Hi! Yesterday in the DebConf IRC meeting I agreed to write a short guideline for people in the reception regarding the handling of keys and hardware. Here is the text. It needs to be formatted and printed along with the rest of the instructions. Also, the forms mentioned need to be printed in appropriate quantities, probably at the start of the conference. Drafts for the forms are attached. I'm no LaTeX guru but we don't need anything fancy. Someone is probably going to suggest that we have a tracking system for this. If you think hard, you'll know why it's not possible to get rid of the paperwork completely. --8<-- Handling keys: procedure for check-in * Check the person's ID and check the attendee list to see if the person is eligible to receive a key. * Collect the pledge fee: XX €. * In the key tracking form, enter the key number, the person's name, and the date and time. * Have the person sign the entry (last column). * Hand over the key and the DebConf information package. Handling keys: procedure for check-out * Receive the key and tick "key returned" in the key tracking form. * Return the pledge fee and tick "fee returned" in the key tracking form. * Record the date and time in the key tracking form. * Record your initials in the key tracking form. Hardware: handing out * Check the person's ID and check the hardware registration list to see if the person is eligible to check out the requested hardware. * For each item you hand out, record the model and the serial number in the hardware tracking form. * Record the person's name, telephone number (if possible) and the date and time in the hardware tracking form. * Have the person sign the last entry and draw an arrow through the signature column of all the other entries, pointing at the signature. Hardware: receiving back * For each item returned, check the model and serial number and enter the date and time in the return column. Also record your initials. * If there is visible damage on the hardware, or if the person handing it in reports damage, tick the damage box. Tell the person that our insurance might cover it but we need to record the exact details. Ask the person to outline what happened and write down this description. -- Fabian Fagerholm <fabbe@paniq.net>
% xdvi -paper usr % dvips -t landscape \documentclass[landscape,a4paper]{article} \usepackage{longtable} \usepackage{nopageno} \setlength{\oddsidemargin}{-1cm} \setlength{\topmargin}{-3cm} \setlength{\textwidth}{22cm} \setlength{\textheight}{18cm} %\setlength{\columnsep}{0.5in} %\setlength{\columnseprule}{1pt} %\setlength{\headsep}{0.25in} \begin{document} \textbf{Key tracking form} \begin{longtable}{|l|p{5cm}|l|p{5cm}|l|l|l|l|} \hline \textbf{Key \#} & \textbf{Guest name} & \textbf{Date, time} & \textbf{Guest signature} & \textbf{Key ret.} & \textbf{Fee ret.} & \textbf{Ret. date, time} & \textbf{Handled by} \\ \hline 9999 & Example Guest & 1.12.1970, 12:00 & --- --- & X & X & 2.12.1970, 12:00 & FF \\[1.5cm] \hline & & & & & & & \\[1.5cm] \hline & & & & & & & \\[1.5cm] \hline & & & & & & & \\[1.5cm] \hline & & & & & & & \\[1.5cm] \hline & & & & & & & \\[1.5cm] \hline & & & & & & & \\[1.5cm] \hline & & & & & & & \\[1.5cm] \hline \end{longtable} \end{document}
% xdvi -paper usr % dvips -t landscape \documentclass[landscape,a4paper]{article} \usepackage{longtable} \usepackage{nopageno} \setlength{\oddsidemargin}{-1cm} \setlength{\topmargin}{-3cm} \setlength{\textwidth}{22cm} \setlength{\textheight}{18cm} %\setlength{\columnsep}{0.5in} %\setlength{\columnseprule}{1pt} %\setlength{\headsep}{0.25in} \begin{document} \textbf{Hardware tracking form} \begin{longtable}{|l|l|l|l|l|l|l|l|l|} \hline \textbf{Model} & \textbf{Serial} & \textbf{Name} & \textbf{Phone} & \textbf{Date, time} & \textbf{Guest signature} & \textbf{Return date, time} & \textbf{Damage} & \textbf{Handled by} \\ \hline ThinkPad X Srs & 1234567890 & Example User & 1212123 & 1.12.1970, 12:00 & --- --- & 2.12.1970 & No & FF \\[1.5cm] \hline & & & & & & & & \\[1.5cm] \hline & & & & & & & & \\[1.5cm] \hline & & & & & & & & \\[1.5cm] \hline & & & & & & & & \\[1.5cm] \hline & & & & & & & & \\[1.5cm] \hline & & & & & & & & \\[1.5cm] \hline & & & & & & & & \\[1.5cm] \hline \end{longtable} \end{document}
Attachment:
signature.asc
Description: This is a digitally signed message part