Delegate Management Service

Planning registration timescales

• Assist with planning registration timescales
• Obtain event details

Creating online registration page

• Setting up registration form online
• Arranging links from conference web page to registration page
• Arranging card payment provider

Managing registrations

• Receiving registrations and collecting fees
• Sending out acknowledgement via email
• Raising and issuing invoices to delegates
• Finance debt chasing (limited)
• Sending out joining instructions to delegates via email near to the event start date as instructed

Liaising with delegates

• Day to day enquiries relating to their registration
• Liaising with event organiser on any specific event content and association, academic or company specific enquiries

Liaising with speakers, sponsors and exhibitors

• Domestic purposes with regards to the venue
• Registration requirements if the same as the delegates

Maintaining delegate database

• Collation of delegate database
• Managing delegate numbers against each component/resource
• Using database to highlight any special requirements and liaising with service providers (venue, reception, accommodation and catering)
• Using database for the production of delegate lists and name badges

Providing regular status reports

• Producing reports on registration figures
• Producing monthly financial statements
• Providing access to status reports

Preparing on-day delegate materials

• Preparing and producing a standard badge for delegates
• Sourcing and obtaining quotes for delegate bag/pack
• Organiser to provide materials for the pack i.e. event programmes and notepads
• Sourcing quotes and liaising in the production of basic conference literature (using Microsoft Word)
• Further fee may be involved for the posting of literature to delegates, depending on quantity and weight

Providing staff for on-day registration queries

• Cover for the first 3 hours of on-day registration
• The conference fee does not include the staffing of the registration desk for the duration of the conference; it is the responsibility of the conference organiser to ensure appropriate cover is made if required.

Offering financial administration

• Post conference accounts
• Preparation of final accounts / transfer of monies after deduction of supplier costs

Additional Charges

• Paper registration form, producing the registration form and emailing (posting/faxing) to delegates as required
• Postage costs incurred for the above are separate to the per delegate fee
• Production and preparation of delegate bag/pack
• Additional liaison with speakers, sponsors and exhibitors on request
• Collation of feedback from participants