Appendix 4 Registration Procedures
- Review
- Past Attendance, Arrival/Departure Patterns, Registration Procedures
- Available Personnel, Facilities
- Classifications of Registrants (Member, Exhibitor, Speaker, Spouse, Guest, Other)
- Identification Required to Register
- Information to be Collected on Registration Forms
- Evaluate Registration Methods
- Advance Using Paper Form
- Advance via Web, Using Online Form
- On-site Using Paper Form
- On-site Using Computerized System
- On-site via Web, Using Online Form
- Set up Systems to Manage
- Pre-Registration
- On-Site Registration
- Service/Information Centers
- Daily On-Site Counts (Functions, Guaranteed Events, Sessions)
- Lead Retrieval (Exhibitor Prospects, CEUs)
Registration Forms
- Format of Forms
- Advance Forms
- On-site Forms
- Single, Multi-Copy (NCR)
- Color-Coding
- Numbered, Unnumbered
- Costs
- Supplier
- Delivery Schedule
- Information and Instructions on Form
- Event Name
- Event Logo
- Event Location
- Event Dates
- Event Web Site
- Information on How to Return Form
- Registration Instructions
- Pre-registration Cut-Off Dates and Pricing
- Housing reservation Cut-Off Dates and Pricing
- Payment Methods, Credit Cards Accepted
- Attendee Data
- Contact Information
- First Name
- Middle Initial
- Last Name
- Title
- Organization
- Mailing Address
- Mail Stop (for Large Corporations)
- City, State, Zip/Postal Code
- Country
- Phone and Fax Numbers (with Country Codes for International Events)
- Email Address
- Badge Information
- Badge Name (First Name or Nickname as it will Appear on Badge)
- Demographic Information
- First Time Attendee
- New Member
- Marketing Demographics (Decision-Making Role, Procurement Budget, Intent to Buy, etc.)
- Event Registration Information
- Registration Classification
- Sessions Attending
- Special Events/Functions Attending
- Attendee Type (Speaker, Author, Chair, Attendee, Exhibitor, Guest, Staff)
- Ribbon Categories
- Fees/Payment Information
- Fees, Charges
- Payment Method (Check, Credit Card, Purchase Order)
- Housing
- Preferred Hotel (for Citywide Event, Offer 1st/2nd/3rd Choice)
- Type of Room (Single: 1 Bed-1 Person; double: 1 Bed-2 Persons; Double-Double: 2 Beds-2 Persons; Triple; Quad; Smoking; Non-Smoking)
- Need for Special (ADA) Accommodations
- Arrival Date/Time
- Checkout Date/Time
- Sharing Room with
- Special Needs
- Accommodations for Disability
- Special Dietary Needs
- Guest Information
- Online Registration
- Hosting Your Own Web Site
- Design User-Friendly Online Form (Custom, Template, Smart Form)
- Provide Step-by-Step Instructions
- Designate Which Fields are Required
- Help Troubleshoot (Frequently Asked Questions, Email Contact, Customer Service Phone Number)
- Give Option to Print Form
- Use Secure Server for Credit Card Processing
- Protect Financial Data Using Digital Certificates
- Verify Credit Cards Automatically
- Confirm Registrations with Unique Confirmation Number (Email Message, Printable Web Notification)
- Integrate Online Forms with Registration Database
- Using an Application Service Provider (ASP)
- Define Services Provided (Customized Forms, Secure Server, Credit Card Processing, Automated Confirmation)
- Determine Transaction Fees
- Instruct Staff on How to Use Password-Protected Administrative Area (Badges, Lists, Reports, Changes)
- Confirm Compatibility with Your Registration Database
- Link to ASP Web Site From Event Web Site
- Badges
- Type (Plastic, Embossed, Paper, Adhesive, Clip-On, Pin-On)
- Format (Typed, Hand-Written, Computer-Generated)
- Color-Coding
- Size
- Ribbons
- Lead Retrieval (Credit Card Badge, Mag-Stripe, Bar Code, Smart Card)
- Registration Lists
- Processing Method
- Information Included
- Pick-up, Delivery
- Supplier
- Quantity
- Distribution
- Format (Alphabetical, Industry, Registrant Classification, etc.)
- Registration Packets
- Program
- Registration List
- Badge(s)
- Tickets
- Membership Information
- Schedule Changes
- Registration Personnel
- Evaluate Numbers of People Needed For
- Registration
- Clerks
- Cashiers
- Messengers
- Security
- Interpreters
- Information/Service Desks
- Greeters
- Possible Personnel Sources Include
- Staff
- Volunteers
- Hotel
- Convention and Visitors Bureau
- Supplier
- Consider These Cost Factors
- Rates (Hourly, by Job)
- Overtime
- Sundays, Holidays
- Special Allowances (Meals, Parking, Travel)
- Registration Personnel Management
- Detailed Written Instructions
- Pre-Convention Briefing
- Staff Person in Charge
- Post-Convention Review
- Check-In, Check-Out Procedures
- Schedules
- Explain in Briefing and in Writing
- All Working Forms
- Specific Responsibilities
- Filing, Record-Keeping Procedures
- Identification Required to Register
- Fees
- Reference Aids
- Special Policies, Potential Problems
- Courteous Behavior (Welcome First Timers)
- Staff Contact
- Accounting Procedures and Controls
- Registration Fees
- Ticket Sales
- Publication Sales
- Refunds, Cancellations
- Check Cashing
- Credit
- Money Records and Reports
- Dates, Time
- Cash at Opening, Closing
- Check Totals
- Charge Totals
- Opening, Closing Inventory
- Consider these Security Precautions
- Cash Boxes, Registers
- Safety Deposit Boxes, Vaults
- Guard Service
- Check-In, Check-Out Procedures
- Bonded Cashiers
- Registration Area
- Inspect Area for Adequate
- Lighting
- Size, Flexibility
- Telephone Hook-Ups
- Internet Access
- Accessibility
- Designate Information/Service Areas
- Pre-Registered
- On-Site Registration
- Ticket Sales
- Information/Messages
- Membership
- Emergency Housing
- Hospitality
- Transportation
- Publication Sales
- Press Relations
- Secretarial
- International Registrants
- Order Equipment (type and number)
- Platforms
- Counters, Tables
- Chairs
- Computers, Printers
- Credit card Authorization Scanners (with Phone Lines)
- Typewriters
- Bulletin Boards
- Easels
- Blackboards
- Cash Boxes, Registers
- Waste Baskets
- Photocopiers
- Fax Machines
- Telephones
- Specific Office Supplies needed
- File Boxes
- Date, Number Stamps
- Stationery, Carbons
- Typewriter Supplies
- Pens, Pencils
- Staplers, Tape, Clips
- Rubber Bands, Scissors, Rulers
- Tool Kit
- Arrange for
- Signs to be Set Up
- Procedures for Telephone Charges, Messages
- Rope, Stanchions to Direct Traffic Flow
- People to Stand at Queues and Answer Questions
- Other Support Services
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