April 01, 2001
Meetings & Conventions: Planner's Portfolio April 2001 Current Issue
April 2001 ChecklistPLANNER'S PORTFOLIO:

Checklist

BY MARTHA COOKE

ORGANIZING EVENT REGISTRATION

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

PROVIDE INFORMATION
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
  • REQUEST INFORMATION
    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)
  • REGISTRATION AREA

  • 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?
  • PREPARING PERSONNEL

  • 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.


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