Meeting Registration How to use both Eventbrite and vTools to maximize your registration Charlie Jackson c.jackson@ieee.org

This presentation is aimed at people with little experience with vtools or eventbrite

Meeting Registration Introduction This talk will provide tips on how to effectively use Vtools Meetings and Eventbrite to collect registration for attendees Which is Better? Vtools or Eventbrite? They each have their niche Generally Use both It’s not that hard

Using both gives you the maximum benefit Meeting Registration Vtools Meeting EventBrite Link https://events.vtools.ieee.org/ vTools meeting is a special tool developed by and for IEEE It allows registration, With/Without reg fees With credit cards With automatic posting on IEEE collabratec sites L31 filing Use of Survey Monkey Link https://www.eventbrite.com/ A commercial service It allows registration With/Without reg fees With credit cards With multiple tickets With a huge visibility outside IEEE Use of Mailchimp Use of Survey Monkey Using both gives you the maximum benefit (choose one to collect money, the other references the one that takes the money)

Meeting Registration Vtools Meeting EventBrite PRO CON Part of IEEE infrastructure Great for no-fee situations Automatically posted in Collabratec Post Photo CON Limited to IEEE A little more rigid Collecting Reg Fees was a problem (might work now) PRO Great service and interface Great for collecting fees Automatic visibility outside IEEE Great look Lots of features Allows promo codes Huge flexibility Allows refunds Post Photo CON Even with 501c, there is a % charge Little linkage to IEEE Set up much more complicated than vtools

Vtools How to set up a page https://events.vtools.ieee.org/ Click on create event Fill out the information It helps to have an old fashioned PDF meeting announcement Or all the information on hand Vtools sometimes looses your material

Information For Announcement (1) Details Title Category Sub-category Start time End time Time Zone Description Header More Details Footer Font Size Agenda Keywords Event Picture Invite Students Remotely Accessible Make a pdf flyer for your event! Most of the information for the Registration page will be needed for a flyer.

Information For Announcement (2) Host Region Organizational Unit Contact Email Cosponsor Name Extra Contact Information Survey URL Location Address Line 1 Address Line 2 City Country, State/Province Postal Code

Information For Announcement (3) Registration Registration starts Registration ends Maximum Registrations (0-999) Menu Selections ? Yes No Location Address Line 1 Address Line 2 City Country, State/Province Postal Code

Eventbrite How to set up a page https://www.eventbrite.com/ Click on create event Fill out the information Need to have an account Next page talks about setting up account It helps to have an old fashioned PDF meeting announcement Or all the information on hand Similar information required for both vtools and Eventbrite Need to set up the tickets Need to set up an account (before you start)

Eventbrite (Setup) How to set up a 501c discount https://www.eventbrite.com/support/articles/en_US/Troubleshooting/can-my-nonprofit-get-lower-fees-for-our-events?lg=en_US Contact IEEE for the tax id info Dave Galicki <d.galicki@ieee.org>

Eventbrite (Setup) Need to setup an account How to Get the money Need name of group Need an address How to Get the money Wire Fast but… Check 10 day delay Timing: When to close reservations Do you have cash flow issues? Can you wait? Preparation time (badges, food contracts) Tickets Pass thru or absorb? Include the fees so $20 is the charge Pass on the fees so $23 is the charge What information to collect? Optional vs Required Opt In/Opt out Reminder e-mail before event can be customized Watch the statistics during sales

Training Links vtools Eventbrite http://sites.ieee.org/vtools/   General vTools meeting https://events.vtools.ieee.org/admin/about Link to training (broken on page above) http://sites.ieee.org/vtools/training/ http://sites.ieee.org/vtools/vtools-events-tutorials/ Getting Started https://www.eventbrite.com/support/GettingStarted?lg=en_US   Non-Profit 501c https://www.eventbrite.com/support/articles/en_US/Troubleshooting/can-my-nonprofit-get-lower-fees-for-our-events?lg=en_US Contact IEEE for the tax id info Dave Galicki <d.galicki@ieee.org>