Registration Logistics NYU – SCPS April 10-11, 2009 My Name is Jim

Class Goals Understand registration options Identify information to collect Structure on-site logistics.

Class Goals (2) Understand principles of pre- and on-site registration processes Utilize Microsoft Access Identify vendors for on-site registration.

So What Are Your Goals?

The Art & Science of Registration The science of information management The art of customer service.

Principles of Registration The Customer is Always Right Keep it Simple Speed Counts Etiquette Rules Apply.

Critical Registration Pointers Intersection of sales and marketing Registration success = Potential for successful meeting Registration failure = Improve customer interaction Pre and On-site are different animals On-line is just a component. Bad Meeting

A Few Things to Consider EasyDiscountsOn-line Refund policy Improvements? If given a choice…would you use this company again?

Review of Key Points Customer is always right Registration defined Think “Out of the Box”.

Who Are We? National Registration Managers Annual Meeting 3 Days Open to anyone in field Primarily U.S. attendees.

Benefits of Pre-Registration Improves attendance Provides attendee information Early event count Cash flow Creates better on- site experience.

Pre-Registration Development Fee Structure Developing Form (including information capturing) Designing Database Outsourcing.

Determining Fee Structure Type of Meeting Pre/On-Site price differences Member/Non-member price differences Handling Foreign Currencies Refund policies Additional Fees –Guests –One Day Registrations –Extra Events Payment methods –Credit Cards –P.O.’s –Bank accounts –Comp policy.

Fixed 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 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 Form What information do you want to learn about attendees? What information do you need for them to register? How can you best integrate the on-line registration process? How will they pay? Additional information.

Review of PM Key Points Should the meeting be held? Why pre-registration? Break Even Analysis Info capturing Database structure.

Registration Logistics Day 2 My Name is (still) Jim

Access Database

Our Database Fields FirstLastCompany Phone Number Registration Fee Attending Banquet Date Entered Special Needs.

Contracted Services ElectricalBadge/Ribbon Office Supplies SecurityStaff. Decorators Sign Companies Printers Bank Telephone

Review of AM Key Points Software knowledge Essential vendors.

Key Elements of Registration Point Person Mailing of badges Separate VIP registration In-room registration delivery Back of house processing Other services in registration area.

Room Diagram

On-Site Concerns Space layout Lead retrieval StaffingSecurity Collapsing Registration Money Customer Service.

Balance Sheet

Review of PM Key Points Key elements of registration On-site layout Lead retrieval Money handling Customer Service.