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Appendix 4 Registration Procedures Download Document >>

  • 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

        END
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