Registration Resources

This section includes tips and tools for managing the registration process: your registration plan, opening / monitoring / closing registration, attendee count, creating nametags / nameplates, and conference day agenda.

The Student Affairs (SA) Contact will provide access to the on-line registration system which will be linked to your conference web page. The registration branch of logistics will outline the registration process – both online and event day - providing final numbers to all co-chairs. The registration team will also work closely with the marketing co-chair to ensure that the website is continually being updated and registration is live before any marketing materials are sent.

Registration Plan

  • Meet with the SA Contact, who will review and provide access to the registration link
  • Confirm the ticket types, number of tickets to be sold per type, and pricing with the SA Contact. Ticket prices have been standardized for on campus conferences and vary for off campus events.
  • Consider questions to ask attendees on the registration form (Ex: alumni graduation year, breakout session interest or reservation, networking reception attendance)
  • When determining number of tickets to sell, consider the venue capacity and number of anticipated complimentary tickets (co-chairs, volunteers, speakers)

Example Registration Plan

 Type Price  Allen Center Units* Jacobs Units*
 Kellogg Student  $30  95  300
 Kellogg Alumni  $75  30  85
 Corporate  $125  30  50
 Kellogg JV  $30  10  10
 Non-Kellogg Graduate Student  $30  25  100
 Kellogg Faculty/Staff  $30  5  5
 Student Co-Chairs, Speakers, Volunteers  $0  30  50
     225  600


*The maximum capacity of the McCormick Tribune Auditorium in the Allen Center is 225, and the Owen L. CoonForum in Jacobs is 600.

Opening and Monitoring Registration

  • Registration typically opens 6-8 weeks before the conference
  • The conference website should be up-to-date with a final the agenda before posting the registration link to go live
  • Consider selling tickets in the Atrium during lunch time or breaks. Visit the Student Affairs front desk to sign up for table hours. An LCD screen on a cart can be reserved from KIS to display a conference promotional information at the table
  • Tickets may be purchased by credit/debit card only on the conference registration link
  • Determine with your team how frequently to report ticket sale progress and what format to communicate the information (graphs, charts, etc.)
  • Create a separate record of complimentary tickets, including co-chairs, volunteers, speakers, and special guests for their nametags and food count (this can also be tracked using the on-line system using a 0$ amount for price)

Closing Registration

  • Registration can remain open until conference day (depending on space, room set up and final food count requirements).
  • Name tag production is outsourced so the registration list is sent for printing, typically 5 days prior to the conference. The registration/logistics team manages this process including downloading and editing the information to an excel document. The printer will merge the information with the name tag design and print the name tags.
  • If tickets are still available at the time the nametags are printed, you may keep the registration link live and manually make nametags for new registrants (see best practices below for manual name tag production)
  • To close registration, adjust the event closing time on the reservation link and indicate if the conference will be accepting a limited number of walk-ins or is sold out

Final Touches

Counts

  • Confirm the final count of attendees with the SA Contact including volunteer list, sponsor “comp” tickets, etc.) to ensure accurate food count for day-of conference no later than the week before the conference

Nametags/Nameplates

Nametag printing is outsourced to Allegra Printing. The SA Contact will have lanyards, plastic namebadges, and other materials to help you assemble and organize the nametags.

Nametag Design

  • Decide which Registration Types you want to print. Typical types are:
    • Student (For any type of student, including KSM, NU, etc. The school affiliation can be listed under the name.)
    • Kellogg JV
    • Alumni
    • Corporate
    • Conference Committee
    • Faculty/Administration
    • Sponsor
    • Speaker (encompasses panelists, keynotes, and moderators or you may distinguish them)
    • Media
  • The printer will produce a “blank” nametag without a registration type for walk-ins, people who register after the final list is sent to the printer, and for nametag corrections. We can print labels on site with a Label maker or Sharpie Pen if needed.

Registration Spreadsheet

  • Make one comprehensive list of all attendees (download from registration site and incorporate comp ticket recipients). Make sure to proofread the list. SAMPLE (.xlsx)
  • Include First Name, Last Name, Organization (Company or School), and Kellogg Degree Year if applicable

Printing and Assembling

Nametags should be assembled at least 24 hours prior to the conference. Schedule a time for all conference team members to help with assembly. Nametags are typically assembled at the same time as the attendee bag stuffing and speaker gift wrapping, so consider scheduling a 2-3 hour block of time to complete all tasks.

  • Forward the SA Contact your nametag design template 10 days prior to the conference and he/she will reach out to Allegra Printing SAMPLE TAG (.pptx) designed by Marketing
  • Forward the SA Contact the name spreadsheet 5 days prior to the conference for the printer to ensure delivery in time for assembling

Week Before the Conference

  • Confirm the registration process; who is working the registration table on conference day and the check in process. Print copies of the final attendee list to check off as people arrive or use the registration online system or set up a Google Doc to check in attendees
  • If you are accepting walk-ins, payment will be made with a credit card using the on-line registration system
  • Plan for designating specific areas for check-in (i.e. A-L and M-Z, walk-ins, speakers, etc.)

Day of the Conference

Remember that the “Check in” process is the first thing your attendees experience, so ensure that all volunteers are thoroughly trained

  • Arrive at least 1 hour before registration starts to set up
  • Set up check-in/registration area with conference materials, nametags, registration forms, laptops, etc.
  • Designate specific areas for check-in (i.e. A-L and M-Z, walk-ins, speakers, etc.)
  • Verbally point out coat rooms, restrooms, and breakfast area as attendees arrive
  • Check to see if attendees drove to campus and if they have, confirm they parked appropriately. Parking is free for conferences held on Saturday. If the event is on campus during a week day have extra parking passes and maps available for registrants who do not have directions
  • At the conclusion of the conference, please give the SA Contact the unclaimed name badges (and list if generated) to serve as the source of registrants who did not show up for the conference. Registrants in attendance will be emailed an attendee survey from the Office of Student Life.

Week After the Conference

  • Report final attendee numbers to the team
  • No Refunds