How to Set Up Registrations

Transcription

1 Your Guide to Successful Events How to Set Up Registrations Conferences, workshops, seminars, talks, AGM's, merchandise sales, meetings, member events, golf days, charity fundraisers, fun runs and much more... Why Manage Registrations Online? Managing registrations online is the greatest time-saving device ever created for event organisers. Finally, there is an online system that is as powerful as any out-sourced solution, yet so simple to use you can set up registrations and manage bookings yourself without any training required. And, most importantly, it's affordable to use for all your booking needs; the smallest workshop or AGM to large conferences with multiple activities, events and destinations. TryBooking represents a quantum leap forward for event and conference organisers. At any time you can instantly report on the number of registrations, total revenue and with TryBooking, all information is available to export to people concerned: who has booked into which workshops, class etc, extra activities or even dietary requirements for the kitchen! Gives the whole event prestige and a very professional start to your event or registration Office staff do not need to handle queries, phone bookings or try to decipher ineligible applications. There is no manual data entry all data is on hand to export in CSV format as required or use our range of reports Attendees can register 24/7 from the convenience of their own home or office I wanted a low cost, more flexible solution for RSVP's, payment and data collection Rhiannon Mahony, Economic Development and Tourism Officer City of Port Phillip Tips to Success - Make the Switch to Online Bookings. If this is your first online registration experience, make sure you discuss and promote the change to your members, shareholders and general community. This document provides useful suggestions about how to successfully engage your stakeholders and ensure your online transition is easy and comfortable for everyone. Click here to download this free resource. Fully customise the registration form, booking pages, the ticket /confirmation receipt and collect any data required Save money with no need to print tickets and receipts Reduce overall banking fees and time spent going to the bank to deposit cheques and cash Reduce on site security issues Instant audit trail and real time reporting on all aspects of the event Cash flow improves transfer monies at any time so registration revenue is in the bank before registrations close or the event begins! Page 1

2 Set Up Your own Registrations Online Setup wizards will guide you through this simple process at Please note all registrations are referred to as an 'event' in the TryBooking system. 1. Login to your TryBooking account or create a new account. It s free and takes just minutes! 2. Create a new event (please note a registration is referred to as an event for this purpose). For an example please visit 3. You will need to nominate a venue location, which could be as simple as your club or company name or be the name of the event. 4. Set the Date that you want your registrations to close on and then set the date you wish for registrations to open. I love your website, it's amazingly easy to use and really well designed! Louise Fischer, Project Administration Assistant Playgroup Victoria 5. Set the ticket PRICE for your registration. If you wish to collect payment for additional activities or workshops that patrons may wish to attend you can define these too. 6. Now define your capacity for the event (total number of registrations accepted. If you have unlimited capacity, make your limit high. NOTE: No one can register until the ON SALE DATE is reached. Until this time only you (the account holder) can view and change your registration details. 7. If you feel your event will over subscribe, say yes to a wait list and add some keywords for quick searching and click 'finish' and the basics are in place. 8. Many registrations require additional data collection. This can be done by clicking on 'data collection' after your basic event is set up (see customise your event details). 9. During setup of this basic registration, you will receive a unique booking URL. This link brings people directly to your registration pages. Publish this URL on your website and encourage bookings with a large REGISTER HERE button on your website. Promote this link in your newsletters and any promotional material. For example: visit (make sure you publish your complete URL address, which includes the unique event code after the trybooking.com). 10. Once you are happy with your booking pages, don t forget to click on To make a Booking in your dashboard and run through a test booking to see if it goes as you expected. Exit just before you enter the shopping cart. Page 2

3 11. Don't forget, you can go back later and add additional dates, images and collect additional data and much more... It s Easy for people to Register Online People can register directly from your website or from any web browser using your unique URL Your customised registration form will become part of the registration process and registrants must enter all specified data and clearly read all terms and conditions to complete the registration process Once registration is completed and the credit card payment is processed (if required) through our secure service (Verisign) a booking ticket and confirmation receipt will be automatically sent to their address for instant printing You can watch how your registrations are proceeding with the TryBooking Reports and once registration closes, export any data for further analysis or to build your member database Once TryBooking is set up, the system really takes care of itself. Jackie Hetherington, Team Leader Youth Development and School Leavers Working Group Coordinator Surf Coast Shire Page 3

4 Customise Your Registration Form. Now you can go back to your Dashboard, and customise your registration form and enter all data collection fields you have on your hard copy forms. Data Collection: Add all data fields you wish to collect; registrants name, address details, workshop information, dietary requirements. Make sure you enter the data collection in the logical format you want data collected ( as per your past pdf print out versions so the online format Tip: Use a list of values to collect data which has only a few optional responses (ie Yes or No, define age brackets, dietary requirements). This keeps your data neat and clean. You can also have mandatory and optional data fields. Headers adding headers (extra text) can provide clarity to explain data groups being collected such as Personal Details, Company Specifications, Medical Information, dietary requirements et.c Early Bird Discounts consider a special price or complementary merchandise for advance registrations. Make the discount or incentive significant enough to encourage early registrations Now that we've had such great success with online registration, we plan to use the information to contact young people prior to and during their stay. Jackie Hetherington, Team Leader Youth Development and School Leavers Working Group Coordinator Surf Coast Shire Event Registration Homepage: make this page match your promotional material. Add graphics and your logo and make sure your Event Homepage has all the details people need to register for your event Create an exciting ticket design (or confirmation of booking receipt) that compliments your booking page and promotional campaign Terms and Conditions make sure you include any pertinent information related to your registration including cancellation policy, medical treatment, refunds etc. There is a full suite of management tools to help you track your registrations. The Instant Revenue Report provides instant information on registrations, there are guest lists, name tag capabilities and everything you need for your event Tip: The standard ticket template can be changed to be a booking confirmation receipt or tax receipt. Just add your ABN and that all prices are GST inclusive. Think about whether barcode scanning will help your event. If you anticipate a large crowd, TryBooking s GateKeeper will quickly scan ticket barcodes to speed entry. Please contact us for more information Page 4

5 On Event Day Export relevant data to produce large display boards to welcome attendees and to provide information on where to go for specific classes, workshops etc. Create individual attendee lists if your registration involves choosing to register for certain classes or activities at your event If you anticipate a really big crowd, setup your GateKeeper scanning stations For registrations on-the-day use TryBooking s Quick Sale function and consider a credit card scanner for fast processing to eliminate queues Make sure revenue from registrations on the day are recorded in TryBooking. This will ensure you have a complete financial reconciliation for post event analysis and to aid in planning your next event registration The Wrap-up: post event analysis Understanding your registrations is the best way to start planning for next event and with the TryBooking suite of management reporting tools, this is a breeze! By registering young people we gather information about the people attending so we can plan more accurately. The process also allows us to collect valuable data for documentation, statistics and reports at the completion of the year. Jackie Hetherington, Team Leader Youth Development and School Leavers Working Group Coordinator Surf Coast Shire Go to your Dashboard and click on Event Revenue Itemised: which tickets sold, how many by ticket type and total revenue?? Print Name Tags or guest lists these can be printed instantly in any size or colour from your dashboard Sales by Ticket Type: who booked to what specific workshops at the conference or for which activities Map Bookings: for a snapshot of where your attendees came from Export Data: to bring all data into your own spreadsheets to store and analyse in any form that suits you. Archive Reports and Files Page 5

6 Tips, Ideas and Inspiration The more registrations you take online, the less work you have to do before, during and after your event! Easy ways to encourage online registrations: Do you want to speed up registrations? Send a reminder to Book Now and include the URL link to direct patrons straight to your booking page Keep your online booking period open as long as possible, particularly if you have unlimited capacity Make your Answering Service work harder. Change your message to encourage patrons to book online. Succinctly communicate the benefits including immediate confirmation and perhaps the avoidance of an administration fee Reminder s are an excellent way to build anticipation and communicate pertinent information. Use the instant facility to send a personalised to attendees when they register. Include reminders about parking, dress code, maps and start times to reduce office queries Send a post event Thank You , Just say Thank you for attending in a more personal, and timely manner. It s these little things that bring them back again next year! I've saved so much time in managing the bookings for our market stall holders. TryBooking is just what we needed. Adrian Cox, Manager & Councillor Kirribilli Neighbourhood Centre Willoughby City Council Tips to make your job easier! Pre-sell merchandise or conference programs. It's easy to set up in your registration and helps plan inventory Print Name Tags or guest lists these can be printed instantly in any size or colour from your dashboard Page 6

7 FAQ s 1. Can Attendees still register by mail or pay at the office with cash? Yes. To ensure an accurate financial reconciliation your office staff should continue to put these registrations through TryBooking (use the Quick Sale function). They can instant print tickets or tickets to the specified address. We recommend an additional handling fee for tickets purchased through the office to encourage online sales. 2. Do I need to plan for additional resources? No. In fact, once your registrations are set up attendees book 24/7 themselves and there is no need for the office to spend time managing cash and account reconciliation. You will even find your enquiries are significantly reduced if all pertinent information is on your Event Booking Page and your registration form is clearly set out. 3. What if I need help? TryBooking is designed so you can set up and manage your own registrations. We encourage you to have a go setup wizards will assist you and there are helpful FAQs on our website. If you still need help, give us a call. Tip! To quickly book tickets through the office add a bookmark To make a booking on your office computer. Click link then enter details. You can enter all cash sales into TryBooking individually or each day as one transaction (to save data entry). 4. I have a seated dinner at the conference. Can you help organise this? Sure. TryBooking specialise in seated functions and a separate event can be set up to manage the table arrangements. This can be booked and paid for at the time of registration, along with other selected activities or merchandise purchases. 5. Can attendees book for extra activities, workshops etc at time of registration? Yes. It's easy. Just set up as many ticket types as you require and name according to the sub event. The final registration price will then calculate total amount to be paid based on the ticket types selected. Ready to start? Visit or give us a call. Page 7