Registration Confirmation 1. Letters - Write a registrants confirmation letter, and integrate it with the master registration database. Need the exact wording of the letter to send, and it will be built into the Registration database and generate PDF versions of the letters. These can then be printed, stuffed into envelopes, stamped and mailed.

2. eMail - In the past we have used email to do this, but exporting the email addresses from the pre-registrants and then sending groups of these address as a confirmation. The registration database can generate the email lists easily, in comma separated data that can be pasted into the "TO:" box on most email systems. There may be limits on the number of addresses which can be sent this way, so someone may have to parse the email address list and send only a few at a time.

Benefits of Being the Registrar:
~ Contributing to the Conference sponsor's purposes for holding the meeting ~
~ Meeting the Conference Planners, Keynote Speakers, Presenters, Exhibitors ~

Months Before the Conference

1. Organize or help organize the Registration Processes - online and manual.
2. Help with Designing the online Registration layouts and any manual forms.
3. Processing and storing all forms received until no longer needed.
4. Help design the reports needed from the online registration systems.
5. Design or help design the ID Badges, including any special screening requirements needing to be displayed on the badges (ie., those who have not paid for meals; those not cleared for a specific sessions, etc.)
6. Receive all manual registrations - faxed and mailed-in forms - and determine if they need to be entered online, then enter them or follow up with person submitting the form.
7. Be responsible for and maintain the official list of Conference Registrants - pre-registrants and on-site - and other attendees, such as Speakers, Exhibitors, Planners, support staff, media, security, etc.
8. Make or find Registration signage - such as the main "Conference Registration Desk" type sign, ID Badge pick up areas ("A -D", E -H", etc.) "On Site Registration", etc.
9. Decide if there will be a "Message Board" for the Conference and plan how this will work, with the help from the Planners, Facility, etc.
10. Meet with Conference Treasurer and work out the details on pay-at-the-door registrants, onsite registrations, accounting and financial data needed for attending the conference.
11. Recruit and confirm volunteers who will be helping at the Registration area - the Registration Staff, and provide basic / outline information about their duties, dates and times assigned, etc.
12. Visit the Conference location and Registration area and meet with the Planners and Facility staff for their rules, suggestions, past experience, etc.
13. If checking ID Badges at the door of meals is to be done, determine your responsibility for this, which may only be to insure the ID Badges are designed to show who can enter.

--- Other Duties You CAN, and the Conference Planners WILL, Think Of!!!

Immediately Before the Conference

1. Print and prepare the final lists of Registrants, Speakers, Exhibitors, and applicable ID Badges and any other information on registrants needed for the Conference.
2. Pack necessary office and registration materials - pens, forms, stapler, cash box, receipts, etc.
3. Obtain the Conference Packets and ALL material needed to be passed out to Attendees (last minute Agenda changes, ballots, activity invitations, etc.)
   
4. Arrive before the Conference (possibly the night before) and set up the Registration area.
5. At least 30 minutes before the first Attendees are scheduled to arrive, meet at the Registration area and give final Training and assignments to the Registration Staff. Insure the Conference financial staff will be in place on time.

--- Other Duties You CAN, and the Conference Planners WILL, Think Of!!!

During the Conference:

1. Have all Registration Staff in place at least 15 minutes before the first Attendees are scheduled to arrive.
2. Warmly Greet and Welcome all Attendees, Planning Committee, Keynote and Other Speakers, the Media, security, door-crashers, wandering guests of the facility, etc.,
3. Distribute the Conference Packets and other material to qualified registrants in such a way as to move everyone into the first Conference Meeting Room.
4. Triage those who show up without being a qualified registrant to an area where their registration issues can be resolved - such as an On-Site Registration area, payment of on-site fees, etc.
5. Answer all Registration questions of Attendees.
6. Keep the Registration Staff happy, well fed and watered and friendly.
7. If involved in securing entry to meals, events or specialty sessions, perform these duties or have staff assigned to do this.
8. Staff the Registration area at least 30 minutes after the final event of the conference.
   
9. Clean up the Registration area for the next day, securing all funds, receipts, equipment, etc.

--- Other Duties You CAN, and the Conference Planners WILL, Think Of!!!

After the Conference:

1. Clean up all material from the Registration area.
2. Account for all funds received during the conference and receipted, and give this to the financial person responsible.
3. Send Thank you notes to the Registration Staff.
4. Prepare the final list of ALL Attendees and help reconcile all who attended with payments made for each person's registration type.
5. Prepare or help prepare Invoices for all non-paying Attendees for payments, including a copy of the Invoice to the delinquent person's agency director.
6. Prepare an Evaluation of the Conference's Registration systems and activities and any Suggestions for Next Year report to the Planners on the Registration processes.
7. Volunteer to be the Conference Registrar Next Year!

--- Other Duties You CAN, and the Conference Planners WILL, Think Of!!!