The ACVB can assist you in designing a registration form to fit your convention needs. Information that should be included:
Name of organization
Date of convention
City where the convention will be held
Host hotel and overflow hotels, if any, including phone numbers
Hotel rates
Contact person, telephone number and email address for questions
Delegate name, address, telephone number and email address
Delegate area, region, club, etc., that may be important
Cost of registration and events listings
Cost broken down into events for those only attending part of the conference
Registration deadline & room block release date
Location:
Look for adequate lighting, electrical outlets and space. Set registration near a lounge or public area with easy accessibility.
Registration Times:
If convening “under one roof”, set registration times to coincide with hotel check-in. However, don’t assume everyone will register in good time!
Displays and Signs:
Adequate signage must be displayed in order to direct delegates to their specific meetings. Contact the ACVB about signage assistance.
Equipment:
Some items you may find necessary during registration are:
Typewriter or computer with printer
Blank name badges
Blank registration forms
Maps of the area
Registration packets
Money box and plenty of change
Cell phone and telephone directory
Stapler, tape and scissors
Signage
Message Center:
Some conventions require that delegates be accessible at all times. If a message center is required, make it easily accessible to hotel/meeting center staff and convention delegates. In addition, make announcements during general sessions so delegates know to check the board.
Cancellation Policy:
Make sure you have a clear cancellation policy from the beginning.
Tickets, Programs, Information Packets, Ribbons, Name Tags:
The convention bureau can assist you with designing event tickets, programs, registration forms, information packets and name tags. Ribbons that attach to a name tag are available for special guests, host committee, speakers, judges and others.
