No matter the size of the event, it’s your job to register all attendees. While in some cases, this might just mean taking down names and creating badges, other times, you might have to facilitate much more complicated efforts. Things like lead retrieval and integration with various technologies. You may also have to create tickets or alternative mechanisms to indicate what specific sessions, events or tours each person plans to attend.
Another duty could include tracking attendees' actual participation in sessions, especially for continuing education credits. While registration needs to be the simplest of tasks to your attendees, it can be one of the most complex pieces of meeting planning.
While registration needs to be the simplest of tasks to your attendees, it can be one of the most complex pieces of meeting planning.
- One of the worst things you can do is to spell an attendee's name wrong on the badge and another is to overcharge a credit card. Have the data processing checked by a different individual before a confirmation is sent.
- Send confirmation of receipt of registration information and monies within 24 to 48 hours if possible, but no later than 10 working days. Send electronically to save costs, if possible.
- Encourage registrants to attach business cards, rather than hand-written information, for legibility.
- Allow companies to register multiple attendees via a simple list, rather than insist they complete individual registrations for everyone.
- Encourage whoever is doing data entry to call the registrant if there is any question about his information. Require the registrant to be contacted for approval if a higher registration fee needs to be charged.
- Create a "Problem" file for registrations that are pending a reply from the attendee for processing. Keep the file in a common area so all data entry people can access it.