Registration
Registration Fields
The data collected in registration is valuable. It offers information as to whom is attending as well as who is not. This data can be leveraged from a marketing perspective to reach groups and individuals where gaps are identified. It also carries value when contacting sponsors and exhibitors who wish to gain access to the participants.
Make sure to include any unique features of the event, e.g. special event tickets, T-shirt sizing, processing fees, etc.
- Resource: ASCA registration form (paper)
Purchase Orders
Purchase orders are a promise to pay. If received, the registrant is seeking an invoice so payment can be issued. Be sure to include language that while purchase orders may be submitted, payment must be received in advance of the event start date or registration will not be confirmed.
Some association management software allows for offline payment. To best leverage this and meet many PO processing requirements, simply add a field in your registration form and make sure that field is included on your templated invoice.
Accommodations
Be sure to ask registrants if they have any special needs or require accommodations to participate/attend. This advance notice allows for coordination with the venue, vendors and to make arrangements necessary to provide a welcoming and inclusive environment.
- Sample text: Special Needs? Yes/No If yes, explain:
- Sample text: Do you require an accommodation for this meeting? If yes, please explain:
Examples of accommodations that may be requested (note: this is not an exhaustive list):
- Mobility (accessible parking near venue; proximity to bus stop; ramp and/or elevator access; accessible bathrooms; barrier-free pathways; wide doorways and aisles to accommodate wheelchairs/scooters; no loose cables across walking areas)
- Hearing-related support (microphone in all sessions; roving microphone; public address system in exhibit hall; limited unnecessary background music; seating available near presenter for lip reading; availability of assistive listening devices; a well-lit space for an interpreter if needed; written lists of instructions)
- Visual support (handouts in advance and available digitally, materials in larger fonts, instructions spoken aloud, lighting or conditions impacted by lighting, reserved seating at front of the room)
- Dietary allergy or intolerance (menu selection modifications may be required with the venue; special meals may be required; clearly label/indicate allergens and gluten-free, vegan, vegetarian or other options)
- Service animals (space for service animals to rest during event; accessible toileting and watering facilities)