Pre-registration is the population of your registration database before the event.

Pre-registration greatly increases the efficiency with which we are able to process visitors into the event, and reduces the human errors inherent in capturing data from hand-written forms: instead of capturing all data while the visitor is waiting we can simply lookup that visitor’s record, or scan a barcode in the confirmation letter, and print the badge.

Pre-registration is achieved in one of two ways:

• Your visitors register themselves via our online registration web server
• You supply us with a spreadsheet of your expected visitors which we import into the registration database

We can easily configure an online registration page for your visitors to register themselves before and during the event. After pre-registration the visitor is sent a confirmation email containing a unique barcode ID. The onsite registration operators can register the visitor and produce the badge by simply scanning the barcode in the confirmation letter. With this method a visitor is typically processed in less than 30 seconds.

Our database replication system enables us to continue handling online registrations during the event and have the data available onsite within minutes.

The setup of an online registration page using an existing un-branded template is included as part of the general contract. Our system can be branded with your company graphics and linked from your web system to give a seamless branding experience for your online visitors.

There may be additional costs to design custom branding for online registration and confirmation emails.

  
Example branded online registration pages

NOTE:
Once the initial web site design has been completed, it is a trivial task, with our system, to rearrange, add or remove questions. The online and onsite software forms one integrated system, enabling us to edit the registration questionnaire, even while an event is running, without affecting existing data or requiring any costly software developers.

When a visitor completes the online registration process a confirmation email is sent. These emails can also be sent to a list of people imported from a spreadsheet. These emails typically inform the visitor of the opening/closing times of the event and also provide a barcode which enables the fast-track processing of the visitor at registration. You can supply your own body text and include personal data from the registration database such as the delegate name, company, email and contact numbers.

The Made up Event Brought to you by Big Sponsors Inc. Dear Mr John Smith,   Thank you for registering to attend the Made Up Event at the Intergalactic Convention Centre on the 53rd of Octember 2099. We have received your booking and will send your invoice shortly.   Online payments can be made to the following account. Please use your Visitor ID number at the bottom of the page as your deposit reference. Account:                Made up Company Account number:    40-6815-4456 Bank:                    Bank of Elbonia Please fax your proof of payment to 088 000 00 81571   We have provided an embedded barcode in this confirmation page that will allow us to quickly process your entry when you arrive at the event, so please remember to bring a print-out with you along with your proof of payment.   We look forward to seeing you there!   Kind regards, The Made up Event Team Tel: +7 12 000 0000 E-Mail: derek@greenexhibitions.co.za Event: The Made up event Visitor Name: Mr John Smith Visitor ID: 000000

Example confirmation email content

   
Example branded confirmation emails (click on them to enlarge)

If you have an existing database of delegates they can be imported into our system:

• The data should be supplied in an Excel or CSV spreadsheet file.
• We can send out a personalised email with unique barcode ID which serves to fast track the onsite processing as with online registrations.
• Pre-registered visitors need only supply their names to the registration operators to have their badges printed out.

The RSVP service enables you to invite a select list of attendees to your event by supplying a list of names and email addresses. A personalised email will be sent requesting the person to confirm attendance, after which they will receive a fast-track barcode confirmation email. The difference between this method and simply sending the barcode directly is that you get a more accurate idea of how many people will be attending.