Delegate registration

Our client was tasked with managing registration for this academic conference, however her day job was already extremely busy and there was no registration system or money collection process in place. Although our client was extremely experienced in handling the conference content, this was really outside of her area of expertise.

 The requirements were for a company who could just pick up the challenge and manage it through to completion, but on a limited budget.

Action taken:

• Once an initial brief was taken, a registration system was set up that included a marketing page to include an event overview, break-out sessions, conference aims and objectives, benefits of attending, registration fees (including an early bird rate and rates for residential / non residential attendance)
• A payment solution was delivered that included options to pay by BACS (via a PO) or by credit card
• An automatically generated response was issued to each delegate to acknowledge their confirmation and tailored joining instructions were prepared and issued to each delegate 2 weeks prior to the event
• Weekly reports were issued to the client to show registered numbers and an income statement
• Event branded badges were prepared and delivered to the venue for the client to distribute on the day
• A template along with spare materials was sent to the client to create badges on the day for any name changes or new registrations
• Bedroom allocations were effectively managed to eliminate cancellation charges for bedrooms   

Outcome:

• Conference maximum numbers were achieved within 3 weeks
• 100% of delegates were ‘extremely satisfied’ with registration process

Client comments:

‘The conference was a huge success, registration was extremely smooth, all delegates arrived and there were no problems with registration or bedrooms – thank you!’