Event Planning Chapter
Main Topics
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Many events, especially the larger ones, now use Online Registration
programs. Registration needs differ—a trade show’s requirements
are a bit more complicated than a convention’s, while using an
Online Registration service for a corporate retreat or customer appreciation
event is probably overkill. Once it has been decided to go ahead with
it, the event
coordinator can choose an appropriate level of service. The basic
features that should be part of any Online Registration program include:
- A customizable Registration Form that is linked to host company
and/or event’s website.
- An Automated Communications’ system, linked to host agency’s
electronic
address book, which will send out invitations, reminders, status updates,
etc.
- A secure credit card processing link for payment that will deposit
registration fees into the event’s account. Online debit links
are also becoming available.
- Accounting services which create automated invoices and receipts,
send confirmations, and track revenue and receivables.
- Event surveys, tracking and generating reports of event statistics.
- The option of linking to the event
hotel,
city, preferred airline, etc.
- Some programs also feature automated budget management systems.
The more features needed, the more expensive the service. Fees may
be charged by the guest or in number blocs (a minimum fee usually applies),
although the per guest cost goes down as the number of guests increase.
For both the registrants and the event hosting agency,
Online Registration services will typically save time, ensure better
communications,
and provide easy tracking of accounts receivable and receipts. If the
agency hosting
the event is unable to dedicate full-time staffing to registration,
the right Online Registration service can provide great value.
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Event Planning 101
Chapter 7: Registration & Arrival
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