Registration System
A. These are the types and contents of the suggested tasks
- Pre-registrer verification
- Prints and productions
- Registration equipment, system installation
- Issuance of participating company pass
- Registration work during the event
- DB management after event
Pre-registration verification should be performed for pre-register. It is necessary to quickly process the issuance of a pass at the venue, and for this purpose, it is a task of sending text messages or e-mails in advance/before the event
Printing name tag (badge) paper, making name tag cases, on-site registration paper, and tag for distinguishing badges are produced. The name tag cases for participating companies and related organizations are manufactured as high-end type of badges.
Installation of all systems for event registration work Server , Pc, Printer, Bar-code, Internet, Electric
During the preparation period of the event, badges of participating companies (Exhibitors…) and Organizer/VI{P… of related organizations are issued. On-site Addition and Modification Processing in parallel
Operation of pre-registration and on-site registration Input data and management of registration, Daily registration and real time report
Provide after organizing the event: Post show report, participant DB, determine the participation rate of registers Aggregate and report by registration form
B. This is the details of each task carried out by period.
- The visitor section
- Receive pre-registered DBs from organizers
- Review received DB and make registration classification number
- Prepare mail and text formats for pre-registers’ verification (This is a measure to facilitate on-site registration.) . Send mail (1 to 2 times)
- Participating Companies and Related Parts
- Receipt of list of participating companies from organizers
- Printing of related badges and arrange in order in advance
- To be distributed at the designated location of the exhibition preparation period
- Additional badges will be produced and distributed on site
- Issuance the badges for participating companies and its related badges
- Distribution of entry badges to participating companies during preparation for the exhibition
- Additional badges issued on site
- Issuance of other related persons’ accessed badges
- Other duties
- Installation and setup of registration equipments
- Training on input data for registration work
- System Test and Rehearsal
- Visitor section (pre-registrant)
- Check QR/Bar-code showed by visitors’ mail/pop-up
- Print Visitors’ badges by QR scanners/system
- Visitor section (onsite registrant)
- Complete the onsite registration form on site
- After completing the form onsite, input the computer, print the badges to visitors
- It takes some time to issue badge for onsite paper forms registers, so it’s advantageous to register in advance
- Reference points
- The pre-registration form and the on-site registration form must be the same.
- Admission fee according to the presence or absence of invitation letter
- Registration guide required to arrange probper management at the registration counter
- Provision of daily visitor report
- Participant DBs and reports . Pre-Sender + Field Registrar DB
- Classification of participants after pre-registration
- Forms itemized tabulation
- Preparation of other requested materials
- Reference points . About 7 days of DB reorganization after the event . DB is delivered in EXCEL format
- Other requested materials should be requested before the event
C. Organizers’ Preparations
- Pre-registers’ DB
- Participating company list DB
- Other related companies list DB
- Please give all DBs in Excel format.
- If you set the booth number of company, you will reduce the number of missing issuance badges.
- A draft for a pass
- A text message
- Mail sending html draft when sending mail
- If the draft is not ready, it will be randomly produced with the existing Home-page image.
- Please comply with the deadline for each proposal.
- Specify the location of the registration for setting up equipments/system
- Obtain different issuer sizes for registered equipments size
- Location and scale of on-site registration
- Set the overall movement of entry and exit
- Electricity (capacity determined after consultation)
- Internet (The line is decided after consultation)
- Other Registration Requests
D. About the production
- For visitors
- For participating companies
- For Organizers/…..
- Use one type of print.
- Based on the registration form and fill in sufficient information
- Make it the same as the existing pre-registration content
- Lower costs by printing in black and white with expected small amounts
- Note: The pre-registration forms in Vietnamese and English on the event website are different.
- Common materials are used for general visitors
- Participating companies will use it for a long time. Made of high-end grade. (String width 1.0 to 1.2 cm)
- All cases are manufactured in a minimum quantity, and if additional cases are added, the settlement will be processed afterwards
- Uniform: Organizer may provide uniforms to all stafss….
- Event Logo printed on shirts may be required
E. Questions
- Will you register for seminar participants separately?
- The participation fee is free at the moment, so separate registration will be unnecessary. However, it may be necessary to know who attended the seminar (if needed).
- Identifying participants by seminar is a method of counting by reading the QR/bar-code of the badges.
- By having seminar data separated, you can secure the number and list of participants for each seminar session in the future.
- There is a separated participation fee and registration process for the academic conference.
- Therefore, at the entrance of the academic conference, it is necessary to determine whether to register in advance and whether to deposit.
- In the case of a small size, you can check the list yourself at the conference’s organizer, and if the number of participants are big, a separated system should also be considered.
- Pre-registrants of seminars and academic conferences are often settled with registered companies in advance.
- Naturally, it cannot be confirmed at the onsite registration office, and there are cases where such people unnecessarily register on-site for exhibitions, organizers should reserve the seats for these participants registered onsite.
- Those who register for seminars and academic conferences should be able to enter the exhibition hall without registration. (Usually)