Benefits of Online Registration

Conference Online will set up and make available for your use a unique e-commerce Online Registration and Management System, which enables registrants to self-manage their registration and provides organisers with extensive functionality to view the registrations at all times:

• Eliminates traditional forms and manual data entry whilst reducing manual labour.
• No deciphering of messy hand written or distorted registrant applications.
• No wastage of paper as all documents are stored online for 5 years.
• Registrants are empowered to complete the registration form online.
• Generation of automated registration confirmation and tax invoices.
• Manage event capacities by applying automatic registration limits, saving you continually checking registrations.
• With real time online reporting you always know how much revenue has been collected, and how much is outstanding if collecting cheques and direct deposits.
• The event reconciliation report provides you with an online report showing income and expenditure that’s accessible at any time.
• Online credit card processing by registrants eliminates the need for organisers to individually process each transaction and following up on declined or insufficient payments.
• Event registrants can amend and/or cancel their registrant details, without having to contact the event organiser. This makes things easier for both the participant and the organiser.
• Online forms automatically total all costs and fees associated with each individual registrant and with the registered group as a whole. You can be are assured of getting the correct total for every registration.
• Better data integrity, storing and maintaining your data in one place.
• Increased productivity as your data is consistent and automatically updated all the time.
• Lower printing and postage costs as there is no need to mail, as it is all done electronically.
• Online registration is an increasingly popular way of registering for all kinds of events.
• Ease of access to sort and store information in one online database.
• Event suppliers can be kept up to date with specific online reports e.g. Special dietary reports for caterers.
• As an example, when participants have special dietary or seating requests, an online report can provide the venue with the exact requirements for each registrant to ensure catering and seating is fully accurate.
• Online registration is open 24/7 which is very important for those in different time zones or those who are unable to register during business hours.
• Notify participants of last minute changes utilising Email Broadcasts or SMS.
• Download data into various formats, that is easy to read and compatible with your requirements.
• Keep your clients informed with registration and revenue reports in either HTML or CSV format.
• No need for you to design and use your own database, spreadsheet or online form as the online system provides this.
• Ability to print name tags and lists from the extensive reports.
• Include additional survey type questions to ascertain useful information about registrants for future planning and marketing.
• Allows you to save the email database for the marketing of your business or next event.
• Online forms branded to match your website and corporate presentation.
• Post event evaluation, allows for follow up at the conclusion of the event. This allows the system to store vital information for research and evaluation for future planning and marketing.

The Capabilities of ‘Conference Online’ Registration 

Conference Online have identified the main capabilities of our online registration system, some of these are:

• Event or specific registrant email invitation.
• Online registration with online payment facility.
• Tax Invoices are automatically sent electronically and stored online.
• Online Receipts.
• Critical Date Calender, providing you the dates that matter most.
• Online and email confirmation letter to registrants provided on your letterhead.
• Option for payment by credit card, cheque, direct deposit, or other alternative.
• Secure login access to event administrators to view progress registrations.
• Registrants to retrieve their booking online and make changes and reprint their confirmation letter and receipt.
• Email booking/registration to the registrant and event administrator at the time of registration.
• Sponsor advertising area available on registration form.
• Production of table seating request and seating list to display at event.
• Manage accommodation blocks, tours, workshops, flights, travel insurance and social events capability.
• Dietary request and report function.
• SMS facility to send message to each individual registered for each event.
• Trade Exhibition and Sponsor registration facility.
• Speaker registration facility.
• Social Program Registration facility.

Accommodation Management 

Conference Online coordinate and manage accommodation on behalf of the client. Our normal procedure is to reserve a certain amount of rooms so that registrants have the opportunity to book their accommodation at the same time as registering for their conference. Conference Online then provide the hotel with a secure log in to access the details; view the rooming summary and rooming lists live and up to date. 

When a registrant books accommodation from their Online Event Registration Form, the venue will automatically receive an email which details the name of the event, the registrants booking number and conference dates.

If there are any amendment to the reservation made through the online registration site the venue automatically get an email to update them.

Our Information Technology Help Desk

Conference Online provides a Help Desk which is operated by your Project Manager providing you with immediate outcomes.

• The help desk is there to assist the organiser of the event to change details or add information once the site has gone out live.
• The help desk is available during business hours prior to the event, and 24/7 once the event has commenced (with direct contact with the Project Manager).
• The help desk is manned by Project Managers who have the full support from the internal IT department ensuring immediate results.
• The help desk is also able to provide complimentary training to all customers who are utilising the online system.

Online Registration Reports

Conference Online are able to provide up to 65 varying reports which are accessible from the online registration system. All are designed to assist in creating a professionally organised event.  

Some of the main reports include:  

• List of registrants’ registrations with report sort options by Registrant Surname, Company and Registration Date.
• Accommodation Report including sort by Registrant Surname, Hotel, Room Type, Check in Date/time, Checkout Date/time.
• Accommodation Request Report.
• Accommodation Rooming Summary.
• Workshop Report including sort by "Select All Workshops", "Workshops Date Range" and "Include Costs”.
• Transfer Report including sort by "Select All Transfers", "Transfer Date Range" and "Include Costs”.
• Flight Report (for blocked/group flights) including sort by "Select all Flights", "Flight Date Range" and :Include Costs".
• Flight Request Report.
• Optional online best fare of the day flights.
• Insurance Report including sort by Select All Policies, Date Range, Include Costs.
• Refund Report.
• Bank Deposit Summary including Report Type Selection.
• Outstanding balances Report.
• Event Reconciliation Report.
• Fees and disbursements - Invoice and Receipts.