1. Meeting Registration How to use both Eventbrite and vTools
to maximize your registration
Charlie Jackson

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

3. 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

4. Using both gives you the maximum benefit
Meeting Registration
Vtools Meeting
EventBrite
Link
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
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)

5. 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

6. 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

7. 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.

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

9. 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

10. 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)

11. Eventbrite (Setup) How to set up a 501c discount
Contact IEEE for the tax id info
Dave Galicki

12. 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 before event can be customized
Watch the statistics during sales

13. Training Links vtools Eventbrite http://sites.ieee.org/vtools/
General vTools meeting
Link to training
(broken on page above)
Getting Started
Non-Profit 501c
Contact IEEE for the tax id info
Dave Galicki