1. Implementing the meeting plan
Dr Alan Fyall – Module 9

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

3. Registration

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

5. 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

6. The Meeting Announcement
events/events/conferences/ice2013.html

7. 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.

8. 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

9. 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)

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

11. 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

12. 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

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

14. 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

16. 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 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

17. Housing Meeting Attendees

18. 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 ….)

19. Pre-Meeting Procedures

20. 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

21. 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

22. Site Co-ordination

23. 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

24. Food and Beverage

25. 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

26. 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.

27. Questions Office: 219C Rosen College Tel: (407) 903 8808