Planning an event can be a lot of fun—choosing a theme, setting a menu, lining up entertainment—but sometimes the logistics aren’t quite as exciting. Registration services are one kind of logistic that you might consider doling out to a professional. When choosing a registration services provider, be sure to inquire about what their registration services actually include because providers vary greatly in the breadth of their services.
You may be wondering, what exactly are registration services? We’ll lay out the two basic types below and what is included in those services when provided by UT Conferences. Keep in mind that you may want both pre-registration and on-site registration services, or simply one or the other.
Pre-Registration Services
For most events, you will want participants to register in advance, so that you can plan and prepare better. Pre-registration is the method by which event participants register (and often pay) in advance. UT Conferences begins pre-registration services by consulting with you to design a registration form tailored to your event. We then set up an online platform with information on the event and details about how to register. UT Conferences accepts and processes registrations online, via phone, U.S. mail, courier services, or by fax, so your participants can register at their convenience. Once participants have registered, UT Conferences will act as a customer service resource and field any questions or concerns about your upcoming event. We also process payments and issue refunds; transfer, substitute, or cancel participants; send reminders, updates, and announcements to participants via email; and track special requirements like food allergies or accommodations.
If you require only pre-registration services and no on-site registration services, UT Conferences will equip you with a check-in roster, any supplies required, walk-in registration forms, and custom name badges or tags for pre-registered participants.
On-Site Registration Services
In some cases, you might want participants to only register when they arrive or to have the option do to so if they chose not to pre-register. On-Site registration services provided by UT Conferences include welcoming participants and serving as an informational resource, training volunteers on registration procedures, and processing walk-in registrations and payments. We can also print and distribute name badges, handouts, folders, or any other materials. While on-site registration services may not be as extensive as pre-registration services, they can still be extremely valuable and eliminate a lot of hassle on the day of an event.
Hiring a professional to manage your registration services can save you a lot of time and stress, and it may be more affordable than you would think. At UT Conferences, we can build all of the costs associated with registration services into the registration fee that your participants pay, so you won’t have to pay a penny out of pocket. For more information on UT Conferences’ Registration Services and Fees, please visit: http://www.outreach.utk.edu/conferences/registration.html or give us a call at (865) 974-0250.
