Participant Waivers Information and Links (In Development)
Note: This page is in development. In the meantime, you can access all the documents related to waivers in this 2026 WORKSHOP RESOURCES folder.
Introduction
To support a smooth workshop experience, we have implemented a streamlined Participant Waiver process designed to collect signatures efficiently while minimizing administrative burden on educators and affiliates.
This system allows participants to review and complete their waivers in advance through their Workshop Resource dashboard, reducing delays on the day of the event and helping workshops begin on time. Automated reminders and direct access links guide participants through the process, while real-time tracking ensures we know who has completed their waiver at every stage.
On the day of the workshop, any remaining waivers can be completed quickly using simple digital options such as QR codes or direct links, with paper waivers available only as a backup. This approach ensures that all required documentation is completed before participation, while maintaining a professional, organized check-in experience.
Overall, this process is designed to improve efficiency, ensure compliance, reduce manual work, and create a seamless experience for both participants and staff, allowing educators to focus on teaching rather than administration.
The following guidelines outline how the system works and what to expect before and during your workshop.
Workshop Resource Access and Early Waiver Completion
When a participant registers for a workshop, they receive a welcome message via email, which is also included on their receipt. At the same time, the Workshop Resource is automatically added to their dashboard.
The welcome message directs participants to log into their dashboard and complete the Participant Waiver in advance. This process is already working well, with waivers being completed ahead of upcoming workshops.
Participant Reminder Schedule
Participants who have not completed their waiver will receive a reminder via email leading up to the workshop.
- One week before the workshop, a reminder email is sent with a direct link to the waiver.
- One day before the workshop, a second reminder email is sent with the same direct link.
On the morning of the workshop, educators (and their assigned affiliates so long as you alert Anne) will receive a list of participants who have not yet completed their waiver via email and Connect Team notice. Anne will include a direct link to the appropriate waiver you can open in your email via a laptop, tablet, or phone.
Day-of-Workshop Waiver Completion
Participants must complete their waiver before entering the workshop space (even to set up equipment). Educators or affiliates can facilitate waiver completion using several digital options.
- QR Code: A QR code poster is available to download and print here (google drive link), allowing participants to scan the code with their own device and complete the waiver quickly. If you forget to print the poster, you can pull the poster up on a laptop for participants to scan with their phone. Completion should always be confirmed by viewing the participant’s confirmation screen.
- Affiliate or Educator Phone: If needed, the affiliate may use their own phone or tablet to access the waiver, allowing the participant to complete it directly on that device.
- Laptop: A laptop may also be used by opening the direct link from the email and allowing the participant to complete the waiver there. As with all methods, confirmation of completion should be verified.
- Paper Waivers: Paper waivers are available only as a last resort. A limited number of printed waivers will be provided as backup (Kim is sending 20 printed waivers to each educator). If additional copies are needed later in the year, a PDF version is Here (Google Drive folder) for local printing. However, frequent reliance on paper waivers indicates that the digital process is not being fully utilized.
- More Work: Paper waivers are less desirable because they are not automatically timestamped, do not capture IP address data, require scanning and emailing, and increase manual administrative work.
Workshop-Specific Waiver Links
Each waiver link is specific to an individual workshop. If an incorrect QR code or link is used, the waiver will be invalid. At the end of a workshop, toss QR posters and delete links from your device. The waivers are set to expire and close at noon on the last day of your workshop.
To ensure clarity, all QR code posters and other materials will be clearly labeled with the workshop location, date, and educator name.
Affiliate Coordination and Training
All affiliates who will manage participant waivers can access this google drive folder so they are aware of this process. Affiliates who are responsible for handling registration should be identified in advance. If you alert Anne the week before the workshop with the affiliates managing registration, they will receive the appropriate links on the morning of the workshop.
Closing and Contact Information
Thank you for your flexibility and willingness to adapt as we continue improving and automating our workshop systems. Your support plays an important role in creating a seamless and professional experience for participants, affiliates, educators, and support staff.
If you have any questions, concerns, or need support at any point, please feel free to reach out.
Anne Williams
303-881-5473
[email protected]
Find the information PDF, QR posters for participant waivers, and the direct link to participant waivers in this Google Folder.