CHAPTER 3

COORDINATE ON-SITE EVENT

REGISTRATIONS
 LEARNING OBJECTIVES
On completion of this chapter, you will be able to:

1 prepare on-site registration materials and equipment prior to the

event and confirm arrangements with the venue
2 set up the registration area, checking that equipment is working
correctly, including hardware and registration software
3 process on-site registrations after welcoming attendees, resolve
any discrepancies, and process payments.
 WHAT COULD GO WRONG?
• Equipment fails, you can’t register delegates or process payment

• Several people do not have name badges prepared for them

• The venue is too small

• The opening speaker is late (delayed flight)

• Attendees arrive late yawning, some coming in with takeaway coffee in

hand

• Attendees leave before the event closes (mid afternoon)

• A multitude of last minute dietary requests are made on the day

 WHAT IS REGISTRATION?
• Business conferences and meetings registration

• Exhibition public visitors registration

• Trade show admissions (buyers)

• Ticketing

• Athlete registration

• Accreditation

• Invitations and RSVPs

 WHAT IS REGISTRATION?
On-site registration or ticketing is involved in all of the following event types:
• business and corporate events such as conferences and meetings
• community events such as multicultural festivals
• entertainment and leisure events, e.g. outdoor cinemas
• exhibitions, expositions and fairs
• festivals of all types, music being the most common
• fundraising charity dinners and the like
• government and civic events, including
those on Australia Day
• marketing, including product launches
• sports competitions and fun runs
• private events such as weddings.
 EXTENSION ACTIVITY
What can go wrong at graduation? One student took her parents to a town
hall all dressed up and proudly pumped, only to find that her name was not
called during the ceremony, even though it was in the graduation booklet.
The family was most upset.

In another situation, the winner of a talent show was announced incorrectly

and the MC was obliged to reverse her statement, causing absolute
mayhem. It was not her fault – cards had been prepared for both finalists and
she had been handed the wrong one.

How can these problems be avoided?

Watch: Wrong Winner Announced for 'Australia's Next Top Model' finale
 ACCREDITATION
Accreditation limits access to various parts of an event site. At a music
festival, for example, only people wearing the correct lanyard are allowed
backstage. Lanyards are commonly used to display badges, tickets or ID
cards for identification where security is required.

When the accreditation system is specifically designed, various zones are

created and codes or colours allocated to them.

This can be achieved using RFID devices.

Guide to RFID technology

 PREPARE ON-SITE EVENT
REGISTRATION MATERIALS
Computers are required for the registration area, and this implies an
electricity supply and in most cases wi-fi accessibility. The following materials
are also needed:
• lanyards, bibs or name badges
• RFID devices
• attendee kits (e.g., promotional satchels, programs, site maps)
• cash float for anyone registering and paying at the last minute
• EFTPOS payment devices
• receipts
• banners and posters, directional signage
• stationery
• vouchers (lunch) or tickets
SOFTWARE
 REGISTRATION SOFTWARE
Registration software does more than registration:
• client inquiries
• venue/room/event bookings
• catering and beverage requirements
• staffing requirements
• equipment set-up
• invoice and receipt creation and tracking
• contracts and deposits
• client event history
• client communication history
• business analysis
 REGISTRATION SOFTWARE
Registration software does more than registration (cont.):
• booking and resource conflict checking
• event schedule promotion
• room utilisation
• automatic reminders
• tracking of suppliers and orders
• attendee management
• letter templates and mail merges
• exports to various accounting packages
 EXTENSION ACTIVITY
When an award recipient at one event turned up in a wheelchair, the banquet
manager decided to put her and her guests at a back table so that service
personnel could get around the other tables more easily.
How could better planning have
avoided this problem?

Hint: Think about questions that

should be asked as part of the
pre-event registration process
to avoid problems with seating
and food.
 DIETARY REQUESTS
A food allergy is different from food intolerance. A food allergy involves an
immune system response, while food intolerance does not.

4 Strategies for Handling Dietary Restrictions at Events

Investigate how this issue is managed (including potentially fatal allergies)

in the event context by searching the internet
for registration forms that include choices.
 VENUE AND SET-UP
On arrival at the venue, it is necessary to
locate and check the registration setup against
the prearranged agreements and relevant
safety and access requirements. Following
this, carry out a site inspection in order to
become completely familiar with the event
venue.
 SET UP REGISTRATION AREA
• Establish communication
• Prepare materials
• Check equipment
• Check accessibility and safety

Accessible events – a guide for organisers

 EQUIPMENT
Checklist 
attendee kits, satchels 
computers, wifi 
display stands 
event program and running sheet 
lanyards 
name badge or identification documents 
promotional display materials 
receipts 
service vouchers 
signage 
site maps 
stationery 
tickets 
 SAFETY

Safety considerations for on-site registration areas:

• adequate space for gathering or moving large numbers of people
• adequate sun and weather protection
• emergency exits
• profile of registration area for arriving attendees
• safe positioning
• safety of electrical cables in registration area
 PROCESS ON-SITE
REGISTRATIONS
• Welcome attendees
• Check registration
• Provide event documentation
• Communicate event information
• Usher to seat location
• Finalise registration
• Finalise payment
• Prepare reports
• Resolve discrepancies
 KEY TERMS
• Accreditation Process of issuing access to specific event zones or areas.

• Event program The line-up of speakers or entertainers at an event.

• Indemnity Exemption from liability for damages.

• RFID Radio frequency identification – chip or transponder.

• Trade show A trade show is designed to sell products, mainly to retailers.