Event ManagementProcess and monitor event registration
Assessment event 1: Short answer questions Instructions This assessment event requires you to submit answers to written questions that demonstrates your knowledge of how to process and monitor event registrations. You must meet the criteria below in order to successfully complete this assessment event. 1. Response to short answer questions Your responses must: 1. Be answered correctly 2. Provide details addressing all parts of each question with examples as appropriate. 3. Use clear and concise language to ensure the intended meaning is understood 4. Provide references to the source of information, as relevant. Questions 1. List three (3) different event management software programs used to process and monitor event registrations, and describe what they do. 2. Describe the registration processes you think are most suited to the eight (8) event types listed below. For each description, include an explanation of why the registration process would be suited to the type of customer that would typically attend that type of event. An example has been provided for a Fashion Show. Type of event Describe the registration processes most suited to each event type. Explain why the registration process would suit the type of customer attending that type of event. Example: Fashion Show Attendees will most likely be invited to attend. Limited numbers so would: pre-register online; if a paid event they will have to prepay online prior to the event. Sporting event (such as a marathon) Writers Festival Exhibition Fair Fundraising Government and civic events Business (such as a two day conference) 3. List five (5) types of customer information that is required on a registration form to process and administer a registration. 4. List and describe four (4) different event registration reports that you would produce. For each report, include what information it would contain and its purpose. SITXEVT302 Process and monitor event registrations SITEEVT002 Process and monitor event registrations Learner Resource Reading 1 Contents Topic 1 - Process Registrations2 Introduction2 The Role of Events3 Types of Events3 Corporate or Business3 Meeting/Conference3 Sporting3 Expo/Trade Fair3 Festival3 Brand activation/promotion3 Private / Social3 Fundraising3 Government and Civic3 Preparing for Registration4 Video4 Stages of Registration6 Planning for Registration6 Registering Guests6 Examples of Registration Information7 Oversubscribed / Waitlist9 Example: simple registration form10 Check Your Progress Questions11 Check your progress - Feedback13 Question 113 9 Topic 1 - Process Registrations What you will learn how to: · Interpret and accurately process event registrations according to organisational procedures and timelines. · Identify, collect and process missing customer information within appropriate timelines. Offer alternatives for unavailable registrations including waitlist options. · Answer enquiries about costs and other event details. · Record customer details using appropriate systems and technology. · File the event registration according to system or procedural requirements. Introduction The events industry plays a significant role in economic development and tourism development of any city, region, state or country. While ‘events’ is a broad term, it generally includes any planned public or social occasion, in the following categories: · Business and corporate · Entertainment and leisure · Exhibitions, expositions and fairs · Festivals · Fundraising · Government and civic · Marketing · Meetings and conventions · Brand activations and promotions · Social · Sporting Event registration involves the creation and maintenance of a list or database of people attending the event. The purpose of registration is to keep records of who is allowed to access an event. Registration is a critical component of any event and the data captured through the registration process is used in the preparation of various materials for use in the event as well as to plan other critical event components (such as logistics). Additionally, the data captured through registration becomes an important marketing tool for future events. Planning and coordinating events is a viable career path for people interested in a fast-paced and exciting career that provides a variety of employment opportunities both nationally and internationally. The Role of Events The events industry plays a significant role in economic development and tourism development of any city, region, state or country. Events involve a significant number of different businesses that provide a variety of goods and services for the event, which stimulates economic activity and employment. Examples of these goods and services include food and beverage, transport, accommodation and entertainment. Each of these businesses hire people and purchase the goods and services provided by other businesses. Types of Events Many different types of events involve registration. Corporate or Business An event held by an organisation for their staff, customers or other stakeholders. Meeting/Conference An event that is held with a group of people who have a shared interest. Conferences and meetings may involve a theme and have guest speakers giving presentations on particular subjects. Sporting Individuals or teams playing sport in front of an audience or for broadcast. Eg. National Rugby League (NRL). Expo/Trade Fair A large display of objects, products or skills. E.g. Wedding expo. Festival Typically larger celebrations typically for religious, cultural, community or entertainment purposes. E.g. ‘Big Day Out’. Brand activation/promotion An event usually funded by a brand that involves a physical experience for the audience to raise awareness. Private / Social Generally considered smaller occasions hosted by a friend or family member. eg. Wedding, Birthday party. Fundraising Public or private events which are held to raise money for a not-for-profit organization or cause. E.g, Telethon, Gala Dinner Government and Civic Events hosted by a governing authority (council, local, state, federal government) in recognition of some public outcome. e.g. Australia Day Awards, citizenship ceremonies. Preparing for Registration Registration for an event typically involves a person completing a registration form, usually electronically (online) but sometimes printed (on-site) that seeks to capture varying degrees of information about the person wishing to attend the event. This information may include: · Name · Position · Organisation · Address · Phone · Email In addition to basic contact information, the registration form may request information based on the particular type of event such as seating/session area, tickets, food, beverage, accommodation, transport, dietary requirements, and accessibility. The registration form may also outline payment methods if the event is ticketed and will usually have terms and conditions and cancellation information on the form. Registering attendance for an event has a number of advantages for an event organiser: · Marketing / Event Information: Once you have captured the contact details of the people attending the event you can contact them with further details about the event, including marketing messages (such as sales on food and beverages) as well as information about transport, security, weather information. · Catering: You will be able to accurately cater for the number of people attending the event, and you will be able to prepare in advance to satisfy various dietary requirements (such a vegetarian, vegan etc). · Security: Based on the number of people who register to attend the event, you will be able to prepare a security plan. · Sales / Revenue: Asking people to register and pre-pay for the event will enable you to more effectively track sales and manage the event budget. Video Watch this short YouTube video presentation by clicking on the following link “3 Ways to Ensure a Smooth Online Event Registration Process”– Learn 3 great tips for event free event registration. REGISTRATION TYPE DESCRIPTION Online registration Online registration is the most common form of event registration. There are a number of digital registration systems that will help you to register event guests. These systems are easy to use and come with many helpful tools such as quick reporting functionality and the ability to process payments. Many of these systems can also integrate with bar code scanning systems at the event to allow for quick processing of guests. In the case of electronic registration, an event registration desk is set up at the event to process the attendee, provide necessary information and act as a ‘service’ area for the event. Examples: Eventbite - www.eventbrite.com.au Floktu – www.floktu.com Eventarc - www.eventarc.com etouches - www.etouches.com RegOnline - www.regonline.com.au Events bot - www.eventsbot.com MIE Software - www.miesoftware.com EventPro - www.eventpro.net EventsAir - www.eventsair.com On-site registration At some events (usually fairs/exhibitions / sporting events) attendees will be able to purchase a ticket to the event at the door. On-site registration requires additional resourcing and may require cash and credit card facilities to be used to process payments. Capacity can be a concern for on-site registration as more people may arrive at the event than there is room for. Database can be set up relatively quickly and easily allowing fast and accurate recording of information taken from registration forms at an event. This may involve the manual transfer of written information from the form into the database. Stages of Registration Planning for Registration Planning for registration includes thinking about your type of event and the audience (e.g. youth, corporate representatives, senior citizens) that will be attending, before determining what information/data you would like to capture from your audience and the type of registration process you will use (either online or on-site). Once you have considered the type of process you can think about the system or tools you will employ to capture the data (such as an online registration system, Excel spreadsheet or printed form). You must also decide whether your guests will pay a registration/ticket fee in advance of the event and if so what structure that ticket fee may be (single tickets, group bookings, early bird rates, discounts). Decisions around ticket numbers, ticket prices and structure of ticket sales will be based around the financial and budget considerations of the event. Many events employ a staggered ticketing approach whereby discounts are provided for people who purchase tickets early, or in groups. How you go about marketing the event to guests will depend on when you plan to open registration. Registering Guests The length of time before an event that registration is opened depends on the nature of the event. A simple registration for a low impact event (such as a small group meeting) may open two or three weeks prior to the event. Medium impact events (such as a conference) may require a registration process four to eight weeks prior. While larger events (such as an international conference) may open registration six months or more before the event starts. To register guests for an event, you will need to design a registration form (either online or printed). Firstly, speak with your colleagues as well as any relevant suppliers (accommodation, catering, flights, transport, tours, venues) about what information they need from guests who attend the event. Starting with personal details and contact information list all of the questions on the form. © Viola group Examples of Registration Information · First Name · Last Name · Company Name · Nationality · Phone · Mobile · Email