BY MARTHA COOKE
This checklist was compiled in part from the AMA Guide for Meeting and Event Planners by Catherine Price, AMACOM, American Management Association, New York City, ©1989
Organizing Event Registration
Design a registration form that includes the following details.
- Exact dates of meeting/con- ference/convention
- Venue name and address
- Registration fees (include cancellation policy, early registration discount, guest registration, special events fees, etc.)
- Meeting hotels and rates
- Pre- and postmeeting dates bookable at the group hotel rate
- Description of seminars that require advance registration and additional fees, if applicable
- Optional activities that require registration (such as golf, tennis or sightseeing tours), along with fees for each activity
- Address to which completed form should be returned
The registration form should require participants to provide specific information.
- Attendee profile, including all contact information
- Company affiliation and title
- Badge information (nickname or preferred badge name)
- Emergency contact information
- Member status (exhibitor, supplier, nonmember, guest media, complimentary)
- Companion, guest or spouse information
- Americans With Disabilities Act requirements or special needs, if applicable
- Room preference (suite, single, double, smoking/non-smoking, ADA accessible)
- Arrival and departure dates
- Payment information (for credit cards, require expiration date, cardholder's name and billing address)
- Verify that the registration area will be sufficient to accom- modate a table/booth setup.
- Is the location a major traffic area for hotel guests?
- Can registration setup remain in the same location for the duration of the meeting? If not, consider using a different area to avoid confusion.
- Is the space adequate if lines should form at peak hours?
- Are rest rooms nearby?
- Is lighting/ventilation adequate?
- Can signage be placed in a visible location?
- Does the area meet ADA requirements?
- Are electrical outlets adequate for computers and other electronic equipment?
- Are an adequate number of telephone jacks available?
- Is a secure storage area nearby for registration materials?
- Before registration opens, familiarize all registration personnel with relevant materials, handouts and procedures.
- Provide staff with a list of VIPs, speakers and media.
- Designate registration supervisors.
- Make sure signage is in place and visible.
- Provide updated preregistration lists to each employee.
- Provide each registration employee with a complete list of seminars and optional activities.
- Check that computers, printers, fax and badge machines are functioning properly.
- Provide cash deposit boxes, credit card machines and calculators to registration personnel.
- Alphabetize or code attendee packets for easy access.
- Stock ample office supplies (tape, pens, telephone message pads, badge holders, paper clips, notepads, etc.).
- Establish a filing system for on-site registration, and be sure all registration personnel understand the system.