Setting Up A Registration System
Using Computerised Registration Systems
There are an increasing number of software packages available to conference organisers that can streamline the whole registration process. By entering the delegate details just once you can automatically produce:
- a personalised letter of confirmation
- a badge
- an invoice
- and allocate workshops, hotel bookings, etc.
Windows® formatted modules can be incorporated to plan and track accommodation, catering, partner programmes, excursions, budgets, etc and may also include a register of venues. Each of the growing number of software packages have different benefits and considerations so it is worth seeing a demonstration of each, and if possible talking to current users of the systems. Most can be networked so that a number of people can access and use the system. Some can be purchased in modules allowing you to pay for
only those modules that will be of use to you.
As is standard with most computer software packages, technical support is available for registered users.
Using Computerised Registration Systems
There are an increasing number of software packages available to conference organisers that can streamline the whole registration process. By entering the delegate details just once you can automatically produce:
- a personalised letter of confirmation
- a badge
- an invoice
- and allocate workshops, hotel bookings, etc.
Windows® formatted modules can be incorporated to plan and track accommodation, catering, partner programmes, excursions, budgets, etc and may also include a register of venues. Each of the growing number of software packages have different benefits and considerations so it is worth seeing a demonstration of each, and if possible talking to current users of the systems. Most can be networked so that a number of people can access and use the system. Some can be purchased in modules allowing you to pay for
only those modules that will be of use to you.
As is standard with most computer software packages, technical support is available for registered users.
Assessing Costs
Always look carefully at the cost and terms of the support offered, which although probably essential can, in some cases, be quite prohibitive. However, the time that these software packages can save in administration and reporting can be very substantial.
Modifying Your Existing Software
If you are organising your first conference for a society or association you may well not have the luxury of a dedicated software program. In this case one alternative is to have your own program written by a computer programmer. It can be designed to suit your exact requirements and hardware but will still incur possibly high costs in programmers’ fees. If considering your own custom-made program remember that technical support may still be needed on an on-going basis, and check that the programmer will be able to provide this.
Web-Based Registration Systems
Web-based registration systems are becoming increasingly popular and look very professional, with some organisers using these as their preferred or only booking facility. Using a pre-set format delegates are able to book online and make payments, receive automated confirmation details, etc. You can purchase specialist software or use a service provider. Most systems are very flexible, and you may only need to purchase or hire specific modules.
Other Registration Options
Data CompaniesSome organisations choose to delegate the registration process to a specialist registration company. These companies are experienced in handling registrations for all kinds of conferences and exhibitions, and can provide other associated services such as invoicing, credit control, badging, mailings, etc. The companies can provide staff and the equipment for computerised on-site registration as well as handling pre-event registrations. It is worth discussing your requirements with one or two registration companies to establish exactly what they can do for you, and at what cost.
Find out what they can offer that you cannot, or most likely do not, have time to do yourself. The cost of professional registration services may prove prohibitive for the smaller conference but with larger events are worth giving some consideration to. As with all event professionals, do not think of the cost alone. Consider the other, less tangible, benefits of having experienced personnel with a computerised and efficient system in the front line.