Registration System

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A. These are the types and contents of the suggested tasks

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)