Government Connections - Winter 2010 - (Page 38)

Registration Don’t Let it be a Turn-off By Scott H. Ash, CGMP THE REGISTRATION AREA of your meeting is, for the attendee, his or her first impression of what is to follow. Make that first impression a good one and do not waste attendees’ time unnecessarily. Whether attendees are accomplishing registration on-site or just picking up credentials and handouts, make the experience as quick and seamless as possible. The registration area and the number of counters or tables depend on the expected attendance and whether or not you have pre-registrants separated from on-site registrants. It is always better to have too many registration counters or tables than not enough. Some industry guidelines suggest: • less than 1,000 attendees – one registration counter/table per 300 people • 1,000-2,000 attendees – one registration counter/table per 400 people • 2,000 or more attendees – one registration counter/table per 500 people This may also be increased if there are a significant number of vendors/suppliers/exhibitors to check in. It is easy to recruit two or three temporary staff members dedicated to distributing credentials and handouts during heavy traffic times, usually the first few hours of the morning. To determine how many computers and printers required, you will need to estimate the highest number of on-site registrants expected on the busiest day. One computer and printer for each 75 – 100 on-site registrants expected is a good rule of thumb if you’re using a simple registration form. For more complicated registration forms, one computer and printer for each 50 – 75 registrants is recommended. Keep in mind that printers can be shared between two computers. If financial transactions will be handled in conjunction with on-site registration, consider having one person to handle the data entry and one to handle the financial transaction. Keeping computers and printers on tables behind the registration counters/ tables will give the staff more workspace. Assign a troubleshooter to registration, someone who knows the process, the best practices, your systems, any back-up systems and where and how to get help if needed. The troubleshooter should be dedicated exclusively to monitoring the registration process for problems that may arise. G

Table of Contents for the Digital Edition of Government Connections - Winter 2010

Government Connections - Winter 2010
Table of Contents
President’s Letter
Editor’s Letter
Going Places
Education Edge
That’s Technology
Supplier Strategy
Plan Green
Travel Tips and Trends
Good to Know
Dieting on a Per Diem
The Per Diem Pendulum
Contact Sport vs. Meeting Professionals
Raining Cats & Dogs
Are You Planning to Fail?
7 Deadly Sins of Small Meetings
Meeting Follow-Up is Key to Success
SGMP Nation
Membership News
Conference Connection
Advertisers’ Index
The Meeting Minute

Government Connections - Winter 2010