Checklist: Managing Event Registration
This checklist was adapted from the AMA Guide for Meeting and
Event Planners by Catherine Price (AMACOM, New York City) and updated
by IABC staff
PROVIDE INFORMATION
Design a registration form that includes the following details.
q
Exact dates of event
q Registration
fees (include cancellation policy, early registration discount,
guest registration, special events fees, type of currency, etc
q Meeting hotels
and rates (include deadline for securing discounted room rate)
q
Pre- and post-meeting dates available at the group hotel rate
q
Description of seminars that require advance registration and additional
fees, if applicable
q
Optional activities that require registration (such as golf, tennis
or sightseeing tours), along with fees for each activity
q
Address to which completed form should be returned
REQUEST INFORMATION
The registration form should require participants to provide the
following details.
q
Attendee profile, including all contact information
q
Company affiliation and title
q
Badge information (nickname or preferred badge name)
q
Emergency contact information
q
Member status (exhibitor, supplier, nonmember, guest, media, complimentary,
speaker, volunteer)
q
Companion, guest or spouse information
q
Americans With Disabilities Act requirements or special needs or
meals, if applicable
q Payment information
(list of accepted credit cards, require expiration date, cardholder's
name and billing address)
REGISTRATION AREA
q
Verify that the registration area will be sufficient to accommodate
a table/booth setup.
q
Is the location a major traffic area for hotel guests?
q
Can registration setup remain in the same location for the duration
of the meeting? If not, consider using a different area to avoid
confusion.
q
Is the space adequate if lines should form at peak hours?
q
Are restrooms nearby?
q
Is the lighting and ventilation adequate?
q
Can signage be placed in a visible location?
q
Does the area meet ADA requirements?
q
Are electrical outlets adequate for computers and other electronic
equipment?
q
Are and adequate number of telephone jacks available?
q
Is a secure storage area nearby for registration materials?
PREPARING PERSONNEL
q
Before registration opens, familiarize all registration personnel
with relevant materials, handouts and procedures.
q
Provide staff with a list of VIPs, speakers and media.
q
Designate registration supervisors.
q
Discuss procedure for handling complaints or problems.
q
Make sure signage is in place and visible.
q
Provide updated pre-registration lists to each staff member.
q
Provide all registration personnel with a complete list of seminars
and optional activities.
q
Check that computers, printer, fax and badge machines are functioning
properly.
q
Provide cash deposit boxes, credit card machines and calculators
to registration personnel.
q
Alphabetize or code attendee packets for easy access.
q
Stock ample office supplies (tape, pens, telephone message pads,
badge holders, paper clips, notepads, etc.).
q
Establish a filing system for on-site registration, and be sure
all registration personnel understand the system.
q Designate
one person in charge of handling on-site payment.
Notes:
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