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Registration LogisticsRegistration Logistics
NYU – SCPSNYU – SCPSApril 10-11, 2009April 10-11, 2009
My Name is
Jim
Class Goals Class Goals
Understand registration optionsUnderstand registration options
Identify information to collectIdentify information to collect
Structure on-site logistics.Structure on-site logistics.
Class Goals (2)Class Goals (2)
Understand principles of pre- and Understand principles of pre- and on-site registration processeson-site registration processes
Utilize Microsoft AccessUtilize Microsoft Access
Identify vendors for on-site Identify vendors for on-site registration.registration.
So What Are Your Goals?So What Are Your Goals?
The Art & Science of RegistrationThe Art & Science of Registration
The science of information The science of information managementmanagement
The art of customer service.The art of customer service.
Principles of RegistrationPrinciples of Registration
The Customer is The Customer is Always RightAlways Right
Keep it SimpleKeep it Simple
Speed CountsSpeed Counts
Etiquette Rules Etiquette Rules Apply.Apply.
Critical Registration PointersCritical Registration PointersIntersection of sales and marketingIntersection of sales and marketing
Registration success = Potential for Registration success = Potential for successful meetingsuccessful meetingRegistration failure =Registration failure =
Improve customer interactionImprove customer interaction
Pre and On-site are different animalsPre and On-site are different animals
On-line is just a component.On-line is just a component.
Bad Meeting
A Few Things to ConsiderA Few Things to Consider
EasyEasy
DiscountsDiscounts
On-lineOn-line
Refund policyRefund policy
Improvements?Improvements?
If given a choice…would you use this company again?
Review of Key PointsReview of Key Points
Customer is always Customer is always rightright
Registration definedRegistration defined
Think “Out of the Think “Out of the Box”.Box”.
Who Are We?Who Are We?
National Registration Managers National Registration Managers Annual MeetingAnnual Meeting
3 Days3 Days
Open to anyone in fieldOpen to anyone in field
Primarily U.S. attendees.Primarily U.S. attendees.
Benefits of Pre-RegistrationBenefits of Pre-Registration
Improves attendanceImproves attendance
Provides attendee Provides attendee informationinformation
Early event countEarly event count
Cash flowCash flow
Creates better on-Creates better on-site experience.site experience.
Pre-Registration DevelopmentPre-Registration Development
Fee StructureFee Structure
Developing Form Developing Form (including information (including information capturing)capturing)
Designing DatabaseDesigning Database
Outsourcing.Outsourcing.
Determining Fee StructureDetermining Fee Structure
Type of MeetingType of Meeting
Pre/On-Site price Pre/On-Site price differencesdifferences
Member/Non-member Member/Non-member price differencesprice differences
Handling Foreign Handling Foreign CurrenciesCurrencies
Refund policiesRefund policies
Additional FeesAdditional Fees– GuestsGuests– One Day RegistrationsOne Day Registrations– Extra EventsExtra Events
Payment methodsPayment methods– Credit CardsCredit Cards– P.O.’sP.O.’s– Bank accountsBank accounts– Comp policy.Comp policy.
Fixed vs. VariableFixed vs. Variable
FIXED – Those meeting expenses that do not vary based on the number of people in attendance (e.g. - meeting room rental)
VARIABLE – Meeting expenses that are completely influenced by the number of attendees (e.g. - Food and beverage costs)
Break Even AnalysisBreak Even Analysis
Break Even Total Fixed Expenses Price = ----------------------------- + Variable
Number of Attendees Costs/Pp
IMPORTANT – The # of attendees in this
equation must be the # of paid attendees.
Comps must be factored into variable
costs.
ALSO – If a profit is required, that needs to be added to the
Total Fixed Expenses.
Developing the Pre-Reg FormDeveloping the Pre-Reg Form
What information do you want to What information do you want to learn about attendees?learn about attendees?
What information do you need What information do you need for them to register?for them to register?
How can you best integrate the How can you best integrate the on-line registration process?on-line registration process?
How will they pay?How will they pay?
Additional information.Additional information.
Review of PM Key PointsReview of PM Key Points
Should the meeting Should the meeting be held?be held?
Why pre-registration?Why pre-registration?
Break Even AnalysisBreak Even Analysis
Info capturingInfo capturing
Database structure.Database structure.
Registration LogisticsRegistration Logistics
Day 2Day 2
My Name is (still)
Jim
Access DatabaseAccess Database
Our Database FieldsOur Database Fields
FirstFirst
LastLast
CompanyCompany
Phone NumberPhone Number
Registration FeeRegistration Fee
Attending BanquetAttending Banquet
Date EnteredDate Entered
Special Needs.Special Needs.
Contracted ServicesContracted Services
ElectricalElectrical
Badge/RibbonBadge/Ribbon
Office SuppliesOffice Supplies
SecuritySecurity
Staff.Staff.
• Decorators
• Sign Companies
• Printers
• Bank
• Telephone
Review of AM Key PointsReview of AM Key Points
Software knowledgeSoftware knowledge
Essential vendors.Essential vendors.
Key Elements of RegistrationKey Elements of Registration
Point PersonPoint Person
Mailing of badgesMailing of badges
Separate VIP registrationSeparate VIP registration
In-room registration deliveryIn-room registration delivery
Back of house processingBack of house processing
Other services in registration Other services in registration area.area.
Room DiagramRoom Diagram
On-Site ConcernsOn-Site Concerns
Space layoutSpace layout
Lead retrievalLead retrieval
StaffingStaffing
SecuritySecurity
Collapsing RegistrationCollapsing Registration
MoneyMoney
Customer Service.Customer Service.
Balance SheetBalance Sheet
Review of PM Key PointsReview of PM Key Points
Key elements of Key elements of registrationregistration
On-site layoutOn-site layout
Lead retrievalLead retrieval
Money handlingMoney handling
Customer Service.Customer Service.
