Benefits
of Being the Registrar:
~ Contributing to the Conference sponsor's purposes for holding the meeting ~
~ Meeting the Conference Planners, Keynote Speakers, Presenters, Exhibitors ~
~ Having a Room in the Conference Hotel paid for by the Conference (if possible)
~
Months
Before the Conference
1.
Organize or help organize the Registration
Process - online and manual.
2. Help with Designing the Registration Forms,
form processing and storing all forms received
until no longer needed.
3. Help design the reports needed from the online
and manual registration systems.
4. Design or help design the ID Badges, including any security
requirements needing to be displayed on the badges (ie., those
who have not paid for meals; those not cleared for a specific sessions,
etc.)
5. Receive all manual registrations - faxed and mailed-in forms
- and determine if they need to be entered online, then enter them
or not.
6. 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, security,
etc.
7. 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.
8. Decide if there will be a "Message Board" for the
Conference and plan how this will work, with the help from the
Planners, Hotel, etc.
9. Visit the Conference location and Registration area and meet
with the Planners and Facility staff for their rules, suggestions,
past experience, etc.
10. If checking ID Badges at the door of meals has to be done,
determine your responsibility for this, which may only be to insure
the ID Badges are designed to show who can enter from those who
cannot.
--- 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 (ballots, activity invitations, last minute changes, 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 Train and assign the Registration Staff.
--- 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 Hotel, etc.,
3.
Distribute
the Conference Packets (optional) 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 payment of on-site fees.
5. Answer all Registration questions of Attendees.
6. Receive and Receipt all conference payments and
account for all funds received (No Cash is the suggested
policy!).
7. Keep the Registration Staff happy, well fed and
watered and friendly.
8. If involved in securing entry to meals, events or
specialty sessions, perform these duties or have staff
assigned to do this.
9. Staff the Registration area at least 30 minutes
after the final event of the conference.
10. 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 delinquent Attendees (those who attended
but did not pay) for payment, including a copy of the Invoice to the delinquent
person's agency director.
6. Prepare an Evaluation or Suggestions-for-Next-Year report to the Planners
on the Registration process.
7. Volunteer to be the Conference Registrar Next Year or RUN AWAY when asked!
--- Other Duties You CAN, and the Conference Planners WILL, Think Of!!!
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