OnlineRegistration, Registration,Accommodation Management Online Online Registration withaccommodation, AccommodationManagement, Management, Abstract Management & Warehouse Technology Abstract Management & Membership Management Abstract Management Membership Management General GeneralInformation Information
Benefits of Online Registration Conference Online will set up and make available for your use a unique e-commerce Online Registration and Management System, which enables registrants to self-manage their registration and provides organisers with extensive functionality to view the registrations at all times: Eliminates traditional forms and manual data entry whilst reducing manual labour. No deciphering of messy hand written or distorted registrant applications. No wastage of paper as all documents are stored online for 5 years. Registrants are empowered to complete the registration form online. Generation of automated registration confirmation and tax invoices. Manage event capacities by applying automatic registration limits, saving you continually checking registrations. With real time online reporting you always know how much revenue has been collected, and how much is outstanding if collecting cheques and direct deposits. The event reconciliation report provides you with an online report showing income and expenditure that s accessible at any time. Online credit card processing by registrants eliminates the need for organisers to individually process each transaction and following up on declined or insufficient payments. Event registrants can amend and/or cancel their registrant details, without having to contact the event organiser. This makes things easier for both the participant and the organiser. Online forms automatically total all costs and fees associated with each individual registrant and with the registered group as a whole. You can be are assured of getting the correct total for every registration. Better data integrity, storing and maintaining your data in one place. Increased productivity as your data is consistent and automatically updated all the time. Lower printing and postage costs as there is no need to mail, as it is all done electronically. Online registration is an increasingly popular way of registering for all kinds of events. Ease of access to sort and store information in one online database. Event suppliers can be kept up to date with specific online reports e.g. Special dietary reports for caterers. As an example, when participants have special dietary or seating requests, an online report can provide the venue with the exact requirements for each registrant to ensure catering and seating is fully accurate. Online registration is open 24/7 which is very important for those in different time zones or those who are unable to register during business hours. Notify participants of last minute changes utilising Email Broadcasts or SMS. Download data into various formats, that is easy to read and compatible with your requirements. 2010 Conference Online Pty Ltd Page 2 2011 Conference Online Pty Ltd Page 2
Keep your clients informed with registration and revenue reports in either HTML or CSV format. No need for you to design and use your own database, spreadsheet or online form as the online system provides this. Ability to print name tags and lists from the extensive reports. Include additional survey type questions to ascertain useful information about registrants for future planning and marketing. Allows you to save the email database for the marketing of your business or next event. Online forms branded to match your website and corporate presentation. Post event evaluation, allows for follow up at the conclusion of the event. This allows the system to store vital information for research and evaluation for future planning and marketing. The Capabilities of Conference Online Registration Conference Online have identified the main capabilities of our online registration system, some of these are: Event or specific registrant email invitation. Online registration with online payment facility. Tax Invoices are automatically sent electronically and stored online. Online Receipts. Critical Date Calender, providing you the dates that matter most. Online and email confirmation letter to registrants provided on your letterhead. Option for payment by credit card, cheque, direct deposit, or other alternative. Secure login access to event administrators to view progress registrations. Registrants to retrieve their booking online and make changes and reprint their confirmation letter and receipt. Email booking/registration to the registrant and event administrator at the time of registration. Sponsor advertising area available on registration form. Production of table seating request and seating list to display at event. Manage accommodation blocks, tours, workshops, flights, travel insurance and social events capability. Dietary request and report function. SMS facility to send message to each individual registered for each event. Trade Exhibition and Sponsor registration facility. Speaker registration facility. Social Program Registration facility. 2010 Conference Online Pty Ltd Page 3 2011 Conference Online Pty Ltd Page 3
Accommodation Management Conference Online coordinate and manage accommodation on behalf of the client. Our normal procedure is to reserve a certain amount of rooms so that registrants have the opportunity to book their accommodation at the same time as registering for their conference. Conference Online then provide the hotel with a secure log in to access the details; view the rooming summary and rooming lists live and up to date. When a registrant books accommodation from their Online Event Registration Form, you will automatically receive an email which details the name of the event, the registrants booking number and conference dates. If there are any amendment to the reservation made through the online registration site the hotel automatically receives an update email and this update is also recorded on the Accommodation Report instantly. 2010 Conference Online Pty Ltd Page 4 2011 Conference Online Pty Ltd Page 4
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Our Information Technology Help Desk Conference Online provides a Help Desk which is operated by your Project Manager providing you with immediate outcomes. The help desk is there to assist the organiser of the event to change details or add information once the site has gone out live. The help desk is available during business hours, enabling direct contact with the Project Manager. The help desk is manned by Project Managers who have the full support from the internal IT department ensuring immediate results. The help desk Project Managers are also able to provide complimentary training to all clients. Online Registration Reports Conference Online technology provides up to 65 varying reports which are accessible from a secure login. All are designed to assist in creating a professionally organised event. Some of the reports include: List of registrants registrations with report sort options by Registrant Surname, Company and Registration Date. Accommodation Report. Accommodation Request Report. Accommodation Rooming Summary. Workshop Report. Transfer Report. Flight Report (for blocked/group flights) including sort by Select all Flights, Flight Date Range and Include Costs. Flight Request Report. Optional online best fare of the day flights. Insurance Report including sort by Select All Policies, Date Range, Include Costs. Refund Report. Bank Deposit Summary including Report Type Selection. Outstanding balances Report. Event Reconciliation Report. Fees and disbursements Invoice and Receipts. 2010 Conference Online Pty Ltd Page 6 2011 Conference Online Pty Ltd Page 6
Our Online Abstract /Awards/Papers Warehouse Overview Conference Online Abstract Warehouse Online is a web-based application that manages and automates the collection, distribution, reviewing and scoring of documents for all types of conferences. The web-based application can be tailored to meet the needs of any conference, meeting or event. Key Features Fully web based no software to install. Customise the application in just minutes to meet your conference needs. Full branding in your company or conference name. Single or multiple abstract or paper submission steps. Online reviewing and scoring. Online management of authors/speakers, reviewers and submissions. Review Control Panel Blind, normal, peer or collaborative reviews. Web based reviewing based on customised criteria and assigned weightings. Multiple reviews per document. Administrator Control Panel Brand the application with your name and logo. Set up any number of themes, streams or categories. Set up equipment available to authors. Set presentation format options. E.g. oral, poster, keynote. Elect to receive submissions in plain text or in a document template. Automatic e-mail communication with authors re acceptance or rejection of papers. Authors and Speakers Control Panel Specify co-authors Upload submissions Enable authors to make changes to submissions right up until cut-off dates. Reports Article export. Article report. Authors report. Reconciliation report. 2010 Conference Online Pty Ltd Page 7 2011 Conference Online Pty Ltd Page 7
Example of our Secure Abstract User Administration page (Queensland Health) Landing Page Your landing page is the first page the authors will see and provides you with the opportunity to showcase your conference / awards and insert your branding. Following the landing page is the submission form, where each author creates their account which takes them to a secure login page. 2010 Conference Online Pty Ltd Page 8 2011 Conference Online Pty Ltd Page 8
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Set Up The secure abstract set up page is where you specify the date you like the submissions to start and close. You also have the capability to restrict the number of authors who register their submission as well as the number of attachments. Organisers/Administrators Each organiser will have a secure log in to run reports and an email will be sent to them after each submission has been entered on to the system. When logging in to their admin area the administrators will view the scores given to each submission. Obligation Free set up and testing Conference Online provides an obligation free set up and testing with the organiser. 2010 Conference Online Pty Ltd Page 10 2011 Conference Online Pty Ltd Page 10
Reviewers Create reviewers/judges, list and group them. Authors Select the fields you would like the authors to complete and whether you would like them to submit a biography and/or photo. You also have ability to specify the word limit for the biography. Co-authors can also be added. There is a function to upload and accept attachments or a simple free text box for authors to submit their material. The file size is set at 8MB per attachment. You have the option to specify template guidelines or specific formatting that the authors need to follow. For example; option to restrict length of summary or font size. 2010 Conference Online Pty Ltd Page 11 2011 Conference Online Pty Ltd Page 11
Categories You may specify categories for authors to submit their article against. Equipment You have the ability to advise what equipment is available to be booked per submission. Authors also have the ability to add notes for extra requirements. 2010 Conference Online Pty Ltd Page 12 2011 Conference Online Pty Ltd Page 12
Presentations You have the ability to nominate your presentation types. For example; posters, presentations, think tanks. Criteria You have the ability to select and choose criteria that the reviewers mark the submission against. For example; content, presentation. This criteria can also be weighted to your requirements. Emails There are email templates designed which are used to send automatic emails to the authors. These templates can be personalised with your branding. 2010 Conference Online Pty Ltd Page 13 2011 Conference Online Pty Ltd Page 13
Benefits of Membership Management Online Conference Online will set up and make available for use its unique e-0commerce Online Membership Management system, which enables members to elf-manage their membership and provides organisations with extensive functionality to view the memberships at all times: For use by anyone who has members whether free membership or paying members. Associations, Corporate and Sports Clubs no longer have to use more than one technology to manage members in conjunction with events, conferences, sale of merchandise, Abstracts or Name Badges. Our technology allows you to incorporate all related technologies into the one User Administration Area. Save time and money and have instant membership validation. Membership Management Technology includes; Setting a renewal date (and allowing pro-rata payments). Collection of joining fees. Collection of merchandise sales Automatic renewal reminder emails and options for their timings (e.g. 1 month, 1 week, 1 day before). Discounting for multiple members (e.g. Family or Corporate Groups) and limited on how many. Discounting for extended time (e.g.. 2 year payment) or early bird payment and/or renewal. Discounting and options for certain types of payment (e.g. credit card, payroll). Membership Types (e.g. Open, Men s, Women s, seniors, juniors. Limit total membership numbers. Membership Terms and Conditions. Uploading of existing members. Numerous Reports. Bulk emails to all financial members to notify them of upcoming events etc. 2011 Conference Online Pty Ltd Page 14
1 Create a Membership Click the membership menu item in the left navigation bar. Input the basic information about the membership, click save to create it. The organiser can modify that information after selecting a membership 2 Membership Category 2.1 Creating and listing Interface Membership category is the core part of a membership. It plays the same role of category link in conference system. Click the Membership Category in left navigation bar (1) To manage the category. At the top of the page, there is a label Create New Category (2). Organiser can input the information about the new category and click the Create Category button to get a new one. (3) All the new memberships will have an initial category with default name. All categories will be listed below the creating area. The booking link of the category will also be displayed (4). For the membership category with the stable renew date, there would be 2 booking link, one is for the current period, the second is for the 2011 Conference Online Pty Ltd Page 15
coming period. E.g. the renew date is 1 st May every year, and today is 15 Oct 2010, the first link will lead the booker to membership 2010 which is 1 st May 2010 to 1 st May 2011, and the second link will be the membership 1 st May 2011 to 1 st May 2012. And when next year coming, the first link will automatically be changed to 2011~2012, the second link also will be changed to 2012~2013. After creating or clicking the pencil button (3) will expands the category content area, and the create category area will be folded. You can always re-open the creating area by click the label Create New Category (2). 2.2 Modifying interface You can setup the behaviour of the category by clicking the pencil button. Basic Information tab includes the information from creating. Member Fields tab can set up what information the membership want to gather form the member (company, address, etc). Payment Method lists the 3 optional method, please select at least 1 of them. As you can see, when the content area is expanded, the creating area was folded. 2011 Conference Online Pty Ltd Page 16
3 Let s Look at a Booking Process A booking process can be divided into several stages. The different membership category can have very different booking process. There are always 4 basic stages: Information (landing), Personal Information(name, address ), Payment and Confirmation (booking thanks). This screenshot shows an example booking stage. The top of the page is the stage header (1). Then there is the stage bar (2) which lists all the stages in this category, in this case we are in stage Pricing. The (3) is a pricing group. One stage can have more than 1 pricing group if necessary. Each group will be displayed as an individual box. Currently there is only one pricing group named The price of a Type The (4) is a pricing item, or The price of a Type. Any pricing item can have more than one sub item. In that case, all the sub items will be displayed separately headed by a check box. Usually it is not necessary to create multi-sub-pricingitem. A price can only been attached to a pricing item. 4 Setup a Category Step by Step 4.1 Pricing Group A pricing group is a section in booking stage. 2011 Conference Online Pty Ltd Page 17
When a pricing group is created, there will be a menu item in left navigation bar with the same name. You can always modify the name and the description of a pricing group by clicking the pencil button 4.2 Pricing Item in a Pricing Group You can create pricing item or modify the basic information and the sub-items of the pricing item in selected pricing group. The price and GST is default value of the item (in this case, it is a The Pricing of a Type ). The same pricing item can have different price in different membership category. 2011 Conference Online Pty Ltd Page 18
A new created pricing item does not connect with any membership category until you setup it s pricing in some category. To link it with membership category, click the Link to Category tab. You will see the existing links (initially, no link) and Click here to modify and setup the price in those reg categoty. Click the box here to setup the price. 4.3 Link the Pricing Item to Membership Categories After click here button in last chapter, the page will display the price setup. Tab currently setup displays the existing connection between current pricing item and the membership category. Tab Link to Category allows you to link item to any category. Click save to build the link. Then the item will be included in the membership category with the default price. If you want to setup a price other than default one for this pricing item. Open the 3 rd tab Modify Pricing. 4.4 Link the Pricing Group with Booking Stage The pricing group and the items inside are still invisible in booking process, because the pricing group has not been connected with any booking stage. Click the Booking Stage/Tabs menu item to enter the stage management 2011 Conference Online Pty Ltd Page 19
As you can see, we have already created a stage named Pricing. In it s Linked Sections tab page, you can decide to connect which pricing group to the stage, and setup the display order of this group. That also means, a same pricing group can be displayed in different stage of different membership category, and have different display order in different membership category. You cannot modify the display order of the default 4 stages. You cannot attach pricing group to the 1 st and last 2 stage. 2011 Conference Online Pty Ltd Page 20