Related Documents
Walk in Registration (.doc)
Name list for printing (.xls)
Nametag design template (.ppt)
 
 
 
 
 
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Tips for Registration

The registration co-chair is responsible for working with the Special Events (SE) Coordinator to set up and link the on-line registration system to your conference web page.  You will be working closely with the logistics co-chair to outline the registration process – both online and day of - and get final numbers of attendees for food counts. This co-chair 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

  • Determine the ticket types, number of tickets to be sold per type, and pricing
  • Consider early bird pricing and questions to ask attendees on the registration form (Ex: dietary restrictions, networking reception attendance)
  • When determining number of tickets to sell, consider the venue capacity and number of anticipated complimentary tickets (co-chairs, volunteers, speakers)
  • Meet with the SE Coordinator, who will review and set up your registration link

Example Registration Plan


Type

Price

Allen Center Units*

Jacobs Units*

Kellogg Student

$25

95

300

Kellogg Alumni

$80

30

85

Corporate

$125

30

50

Kellogg JV

$25

10

10

Non-Kellogg Graduate Student

$25

25

100

Kellogg Faculty/Staff

$25

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. Coon Forum 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 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 and pick up a cash box
  • When tabling, give the SE Coordinator cash and check payments at the end of each day to deposit into the conference account
  • 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

Closing Registration

  • Registration typically closes  5 days prior to the conference, so that nametags can be outsourced
  • 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. Or, you may defer people to walk-in and register the day of the conference.
  • To close registration, remove the link from your website and indicate if the conference will be accepting a limited number of walk-ins or is sold out


Final Touches
Counts

  • Coordinate with the logistics co-chair to get the final count of attendees to the SE Coordinator  from the on-line registration system and other data sources (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 SE Coordinator 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
  • Design a “blank” nametag without a registration type for walk-ins, people who register after the final  list is sent to the printer, and/or for nametag corrections. Their names will be written with a Sharpie or you can print labels to stick on the tag.


Registration Spreadsheet

  • Make one comprehensive list of all attendees (download from registration site and incorporate comp ticket recipients and any cash/check registrants)
  • Make sure to proofread the list
  • 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. Coordinate with the logistics chair to schedule a time and recruit volunteers 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.

  • Send SE Coordinator your nametag design template 10 days prior to the conference and he/she will reach out to Allegra Printing
  • Send SE Coordinator the name spreadsheet 5 days prior to the conference so that they will be printed and delivered 2 days prior to the conference in time for assembling


Week Before the Conference

  • Coordinate with the logistics co-chair to determine registration process and who will work the registration table on conference day
  • Print copies of final attendee list to check off as people arrive or set up a Google Doc to check in attendees
  • If you are accepting walk-ins, customize and print out enough “Walk-in” registration forms (.doc) for people who are paying by cash/check or credit card
  • 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.  Have a few extra parking passes and maps available for registrants who do not have directions
  • At the conclusion of the conference, give the SE Coordinator all walk-in registration payments to deposit


Week After the Conference

  • Report final attendee numbers to the team
  • Complete all refund requests