Most of the work for registration should be completed by the time the conference begins.SEE ON-SITE OPERATIONS PAGE for what happens when the conference begins. See FINANCIAL wiki page for detail on specific parts of registration . Scroll to the bottom of this page for overall "job" description of the Registrar

Creating the registration form

Once the local group has prices and room varieties set and on the registration form, then this information is supplied to the webmaster who puts it all on the website. See below for Headings for Registrar's Excel records of registrants

Info others need to know (See previous years'registration report below):

Name, Adjective name, address, email, telephone of each person attending

Permission to share contact information (be on circulated list of participants)

Which package each person selected

Who paid, how much, WHEN

Balance due at registration

Number of T-shirts ordered, Paid

Number of linens needed if site requires this information

Number of people at a meal

Special needs (dietary, physical...)

Number of people sleeping per night

Number of scholarships paid and names for writing refund

Donations made for scholarships so thank you notes can be written by AVP USA

Transportation may need/airline flights and arrivals

Total number on a day

Total number for whole conference

6b1Headings for Excel Reg form.doc

Getting the reg form on line

Online credit cards receipt is set up with webmaser Rick Krouskop (rick@krouskop.net) when the registration form goes on line.

Consider putting the telephone number or email of someone with the conference (Registrar?) to field questions not covered by the online form, such as "I only want one day with lodging", "The CofC is paying for my registration, does it go through the scholarship committee?","My local is paying for my registration, but I wanted to get in on the EArly Bird and they haven't written a check"

For scheduling purposes, Rick needs the completed registration form 1-2 weeks before you need to start receiving registrations. He needs that time to set up the on-line web pages.

He’ll need the registrar’s E-mail address for automated registration and payment notices.

Some people prefer to print out the form and mail it in with their credit card number.

Reconciliation of all moneys happens after the conference with the Treasurer.

Registrar should track all registration income received including t-shirts, linen, scholarships.

Registrar receives an email when the credit card has been processed as well as a registration form.

The email reg sent to the registrar does not look much like the form filled out, so needs some deciphering. It helps to use a highlighter a lot to distinguish certain things on the form, such as scholarships and special needs and other notations that are individually requested.

Registration system:

• 1. Attendees enter data for registration online

  2. Emails of these are automatically sent to Registrar from the online registration form

  3. Registrar will receive some USPS registrations but 85-90% will be online, no fax needed

  4. Registrat enters information in Excel spreadsheet (double checks for accuracy with someone else at a later time)

  5. Registrar emails conference confirmation which is sent once the registration payment is complete (sample confirmation attached) Scholarship Committee will notify Registrar of when all money is received and a confirmation can be emailed.

  6. Registrar prepares (for the Conference Chair to review and to give to the national conference committee) periodic updates on registration details. See AVP Conference Reg history below to compare previous years.

  7. Registrar notifies Transportation coordinator of transportation requests after final reg deadline

  8. Registrar provided list after the final reg deadline to the Housing Coordinator for room assignments

  9. Registrar

  10. Prepares final onsite “book,” which includes:

  11. Original registration forms

  12. Final lists:

      1. • housing assignments*

         • special needs, e.g. food, accessibility

         • Registration (includes any monies due, refunded, etc.) See "Final Tally Registration" below

         • Attendee (available to all attendees) This is generally corrected at people register and then emailed out after the conference or printed for people to take home the last morning

         • Food counts generally given ahead of time but some sites might take them on site.

Tracking of income: Coordinated with Treasurer, but not responsibility of Reg to enter in AVPUSA financial records.

Credit cards are already processed prior to Registrar receiving conference form, unless the form has been mailed; in that case, along with any checks, the forms would be copied with the credit card number and sent by Registrar to Treasurer (Gary Wolff in 2012). Checks should be stamped with deposit stamp, which Treasurer provides,or written with "For deposit only" on it.

Mail checks received clearly marked with instructions on where they should be applied. For example if some have included a donation for scholarships that should be listed separately in the accounting. T-shirt income, scholarship income,local group payments.

Registrar is not responsible for tracking the scholarship income; the Scholarship Committee handles this, but if some is received by the Registrar the committee needs to be notified.

*For housing assignments, Registrar needs to provide to the Housing Coordinator lists of conference attendees (including info on double or single occupancy, accessibility needs, etc.)

Confirmations

Prepare the confirmation letters once the reg information is online. Upon payment in full, the registrar sends out a confirmation to the attendee. This is easiest done one by one as they are completely registered. YOU may need to let the Scholarship Committee know that you have individuals unpaid on the list so they know. Here are sample confirmations:

6dconfirmations.doc

QUESTIONS that may arise

If people want to register for just one day: Calculate the cost of a day based on the core costs of the conference and food and lodging costs. This can be handled one at a time and are not that common.

HINTS

Most registrations do not arrive until the Early Bird deadline at which time 70-80% arrive, so for two months after the registration form is created this job is easy.

You can expect to have people call and ask information so knowing what is happening at the conference or someone who does is helpful. So keep a list of those contacts on your computer. eg Transportation Coordinator, Conference Coordinator, Housing...

Sometimes the conference coordinators need reminding of when to send in food counts etc, so you might want to calendar those dates and be prepared with the list.

Be sure you understand whose responsibility is what or you will end up with more than you thought at the time you can least handle is.

AVP ConferenceReg Historyph (version 1).xlsFinal tallyREGISTRATION.xls

Registrar

We found that this person needs to be located readily in contact one of the Conference Co-Coordinators, though it is really too much for the Conference Coordinator to do this and everything else. It can be done by someone who is not a facilitator or planning to attend the conference, though works better if the person is attending.

• Receive all registrations, enter in database (Excel works fine) (see past years’)

• Keep notebook of all reg forms, tracking payments and contacts on forms

• Email or mail confirmation materials (See samples)

• Develop or arrange for development of a list of attendees, check during conf. and print on last day

• Provide data for Nametags to the person creating them

• Provide lists of special accommodations such as diets, linens, T-shirt reservations, advance one-day workshops to on-site coordinator (see On-site Operations wiki page)