Checklist for Outsourcing On-Line Meeting Registration

The following checklist identifies questions and issues to consider when outsourcing on-line meeting registration.

Getting Started

• Do I have to buy a program?

• Is my current hardware and software suitable

• Is training required?

Functions

• Conference/Convention

• Golf

• Ticket Orders

• Public Demonstration

• Newsletter Advertising

• Directory/Show Guide Advertising

• Symposium/Concurrent Sessions

• Monthly Luncheons

• Call for Titles

• Accommodations 

• Sponsorship

• Trade Show

Set Up

• How is the process started?

• How do we get our registration forms to you?

• How are our registration forms uploaded?

• How long does it take to get the forms on line?

• Can I proof the forms before they go on line?

• Does each event have to be re-programmed?

• Can our corporate colours be matched?

• Does the system allow for early bird and late registration fees?

• Does the system allow for cut-off dates?

Conference Registration

• Is the registrant required to verify their own entry?

• Can the registrant make choices?

• Are prices automatically calculated on-line?

• Can I incorporate early bird and regular pricing into the form?

• Does the system allow for member, non-menber, student, and other pricing issues?

Trade Show/Exhibitor Registration

• Can the exhibitor view competitors’ locations?

• Can the exhibitor choose on-line?

• Is the booth purchase confirmed visually?

• Can exhibitor industries be identified by colour?

• Can other exhibitor options be ordered on-line?

Payments

• How is credit card security handled?

• Who is responsible for online merchant bank (Internet Secure) requirements?

• Who is responsible to register with a credit card security service?

• Is the registrant automatically receipted?

• How are payments transferred to our account?

• How are cheque payments updated on-line?

• How are purchase orders handled?

• How are transactions reported?

• How does the system handle GST/HST?

Reports

• How are reports transmitted?

• Can I receive reports based on my scheduling requirements?

• Can I access my reports electronically?

• Are the reports password protected?

Marjorie Zingle, CAE is owner of ConventionALL Management, U-FORMS.COM, and Association Management Centre, divisions of Rhoann Enterprises Ltd., who has developed a range of thirteen computerized registration online services.

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