Implementing the meeting plan Dr Alan Fyall – Module 9

Contents Registration Housing Meeting Attendees Pre-Meeting Procedures Site Co-ordination Food and Beverage

Registration

Registration “Essentials” Diligent planning Monitoring Co-ordination Follow up Attention to detail Patience Diplomacy

Registration Procedures Web-based or manual – principles the same and success determined by preparation and research Advance and/or on-site registration Precise and concise registration Convenience with key information conveyed Well-informed registrant and precise record of attendees

The Meeting Announcement http://www.bournemouth.ac.uk/tourism/news-and- events/events/conferences/ice2013.html http://www.cauthe2013.com/

The Meeting Announcement: Key Content (i) Attractive, eye-catching thematic graphic – names, dates, location, logos, we blink, purpose, benefits from attending, eligibility Location, site information, map, accommodation (lodging), reservation web sites Registration fees by category (attendees/guests) including early discounts and late penalties (refunds / currencies/ methods of remittance) Program details, key note addresses and speaker details, breakout sessions and special sessions requiring advance / additional registration – be explicit as to what is and what is not included in the registration fee.

The Meeting Announcement: Key Content (ii) Tentative social and recreational agenda with guidelines for behavior and clothing attire Exhibition details and participants Registration data and forms Travel arrangements, official / recommended airlines, special fares, visa requirements etc. Airport pick-up / transfers Currency, bank locations and hours of opening

The Meeting Announcement: Key Content (iii) Local culture and customs Membership status (if applicable), arrival and departure dates, contact information, badge preferences Dietary requirements, special needs Verification procedures for credentials and registration status (i.e. scrutinise discount-claiming delegates)

Registration Systems (who pays what?) Corporate meetings Sales meetings Association convention Government-sponsored events Exhibition

Registration Forms Event name, sponsor, theme, dates, venue + Accommodation information Ticket policies and prices for special events (highlight those requiring advance bookings) Medical and dietary requirements Airline, flight and arrival times On-site registration location and hours Event name, sponsor, theme, dates, venue Name, title, affiliation, correspondence address, contact phone numbers (cell), membership category, badge details and preferred name of address Accompanying persons Registration fees by category Currency for payment Payment and cut-off dates

Registration Forms Assume the worst! Boxes rather than lines Multiple choice rather than open ended Suitable line and pitch dimensions Tabulation of fees and currencies Effective coding essential

Multi-site Registration Decentralized registration (i.e. national association chapters, global affiliates, local offices, travel agencies) Close co-ordination critical Careful making of amendments

Automating Registration: PC-Based Systems Peopleware PC Nametag Meeting Trak Plansoft Event Solutions Front-end web interface Session tracking Presentation graphics Badge and ticket generation Spreadsheets, budgeting and signage Room scheduling Floor plan design Attendee evaluation

Automating Registration: Web-Based Registration Familiarity of use of Internet tools YET … caution of use internationally (band width) Tiered registration motivates early registration Translation tools available Simplified customization Personalized email correspondence Substantial reduction in international postage costs Ease of lateral marketing Reduction in no-shows by use of personalized online reminders Extend exhibitor reach and identify prospective clients Single integrated database Wide range of planner and registrant options

Housing Meeting Attendees

Housing Resources Incorporation of all details on registration form? Need for a credit card guarantee Enclose hotel reservation form with registration documentation Clear policy on upgrades, suites, alcohol and mini-bars Room block attrition and clarity of policy to delegates Real-time inventory benefits of web solutions International acceptability of technological systems (sector more significant than country of origin) Ease of booking off-event (i.e. Travelocity, Expedia, Kayak ….)

Pre-Meeting Procedures

Pre-Meeting Procedures Processing registrations Prompt acknowledgement of reservation and payment, sessions booked etc. Follow-up communication to include all relevant details (avoid over communication) Delegate numbers and composition and key form of marketing

Badges Key indicator of event quality First name, middle name, last name (seek clarification on preferred title) Use of titles and “nicknames” Font size Pins, lanyards ….. Dignitaries, media and press Smart badges

Site Co-ordination

Site-Coordination Visits Walk the floor! Check all accommodation and associated social and recreational programs Meet local shipping agents and associated customs and tax authorities Basically, …. Double check everything!!! Strongly advised! Meet and interview local staff (exhibition, technical team …) Open a local bank account Verify all costs Local production and print of program materials Finalise issues with DMC / PCO

Food and Beverage

Food and Beverage Contrast between social-event designed rooms in Europe and much of the world versus event-designed rooms in US Rest of world obsession with food (no rubber chicken)! Strong theme-focus in much of world (diversity of London) – yet, avoid stereotypes Conversion of all rates and measures

Questions? What are the key challenges for event planners when establishing registration strategies for international events (i.e. registration procedures, systems, forms and processes)? Identify and discuss those pre-meeting issues that need to be determined when organizing international events.

Questions Office: 219C Rosen College Tel: (407) 903 8808 Email: alan.fyall@ucf.edu