The Importance of a One-Stop-Shop for All Registration Needs

Juliana Pearce on May 4, 2022

A Unified Platform – For Attendees, Exhibitors, and More! 

For organizations and associations wanting to streamline the registration process for all their registration types, a unified process is the first step in the process. Registration Services offer individuals a one-stop shop where they can register, book hotels, and modify records directly on the organization’s custom website. This process is customized to the rules of the event and provides automated confirmation at the completion of their booking or modification. Bulk registrations can also be completed by a single user within a group registration process. The group registration is also customized to the event and business rules. User experience can vary from a “round robin, single pay” style experience to a single flow where multiple names and registrations can be purchased at once. Registrations can be created and imported via an API connected to other systems. The process for group registration includes an Exhibitor Management Console (EMC) designed for exhibitors or specialty group registrations that are managed by one contact and offer custom details specific to groups and exhibitor needs. The Registration Services system would connect to the remote system through API using MCI’s DataHub, a centralized integration engine. Customization is everything to the registration services offered to clients, and the entire process, from pre-production to post, should be tailored to the organization’s specific needs and wants. 

The Details Should Matter. An all-encompassing registration application should adapt to the organization’s most complicated business rules. It should program and adjust its fully mobile responsive registration flow to the event’s specific needs for all registration types. Experience-driven features include eligible discounts able to be added, sharing data with third-party systems, almost unlimited registration types/session types/categories/promo codes/pricing tiers/sessions/ merchandise/etc., virtual badges, and survey questions. Registration services should and will offer clients a registration website that is mobile responsive, carry the look and feel of their branded home or event website , and links seamlessly to other websites of ASCO’s choice. With registration services, immediate email confirmations are generated upon payment confirmation, and attendees can self-manage modifications and cancelations. 

The Importance of a Dedicated Registration Service 

From the perspective of an event attendee, registration can be difficult. There are many factors in securing one’s place at a conference, and user experience is everything to your potential attendees and exhibitors. Customer service not only affects the onsite experience but translates to every aspect of pre-conference as well.  Having a dedicated registration service provider can eliminate a lot of the nuances consumers face when registering or attending an event.

Advantages that Span from Pre to Post-Production 

A top advantage of a streamlined process for registration many organizations depend on is the ability to take advantage of the custom unified platform that can be fully integrated with the Housing Service web application and a robust reporting platform. This allows attendees to solidify their entire stay at a conference in one check-out process!  

Another major advantage of Registration Services is the approach using custom implementations, thus allowing registration to build exactly what is required for an event. This focused approach reduces limitations and user frustrations. Whether it is upselling, specialized business rules, or a unified housing and registration experience, registration services can do it! A registration service’s strength lies in its partnerships with other well-known platforms like Cvent as well as an in-house platform allowing the process and registration services platforms to offer organizations a wide variety of system capabilities. 

Organizations also benefit from customer service teams available for any and all questions and support through an in-house call center with custom phone lines, email, fax, and chat capabilities. 

Health and safety solutions are also an added advantage for a very different type of registration process should the need to pivot to hybrid or virtual arise and registration services can accommodate this by offering multiple top-performing and vetted digital platforms. 

Onsite support includes anything from badge printing and scanning, training and coordinating temporary staff, and a dedicated team to serve at an onsite registration desk to assist the entire onsite process and needs. 

Benefits Both Organizations and Attendees 

For organizations and associations seeking a streamlined, unified, and custom, full-serviced registration platform to service their attendees and exhibitors, Registration Services are the answer. Attendees, exhibitors, and other registration types also benefit from the user-friendly platform and customer support from start to finish. Streamline your registration process today. MCI offers Registration Services including all the above and more. Contact us today to get started working with a valued partner. 

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Encouraging Attendees & Exhibitors to Book Within the Block with Housing Services

Juliana Pearce on May 2, 2022

Housing Services Maximize In-Person Engagement and add Revenue to your Event 

Need a specialized team of housing professionals that are here to manage your housing process, every step of the way? Housing Services pairs you with strategic leaders in site selection and contract negotiations to collaborate with your team to understand your audience, meeting budget, primary goals and preferred destinations. Leveraging our buying power and industry partnerships on your behalf, housing services will help your organization find the best assortment of hotels for your event needs at the best possible rates. Housing professionals will analyze past conference pick-up patterns and recent trends across your events year to year or from comparable clients to assist in securing the correct number of room nights, per night in each event city. As part of the services, housing will arrange for these room blocks to be located within proximity to the convention center or meeting venue. 

 

Housing Services Encourage Attendees to Book with your Organization 

When it comes to encouraging attendees to book within the block, the first step taken is ensuring your housing platform is capable of unifying with registration for a seamless one-stop-shop process. On top of that, it should have a dynamic and user-friendly experience while also carrying the look and feel of your unique branded association or event website and is designed to link seamlessly from this official site. Nowadays, most of us browse the web and make purchases from our pocket devices. Housing services platforms should be fully mobile responsive, making it efficient for your attendees and exhibitors to book their rooms, in real-time, while on the go. Not only is the platform user-friendly, but it allows the ability to search availability and book multiple rooms in one booking session, offers automatically generated email confirmations upon purchase, and allows attendees to cancel or modify reservations. The website will also list official hotels and rates, hotel descriptions, high-resolution hotel photos, star ratings, and a full amenity list broken down by property. All this in addition to real-time reporting! Reports can be configured in innumerable formats to adapt to users’ needs and scheduled for distribution to appropriate team members at the necessary frequency. You can track every aspect of your show’s housing and registration data in real-time and post-event. 

The Housing Services database will have a consolidated list of registrants, housed attendees, and those that have registered but not yet booked housing. Housing services will work with the client to create campaigns that motivate the audience to always book within the block. An internal marketing team that specializes in maximizing housing block pickup can create a custom marketing plan to reach out to your exhibitors and attendees while accommodating your specific needs and goals as well as remaining consistent with your messaging and overall branding. This plan may include a calendar of dates for email campaigns, social media posts, and any other outreach. Segmented data is used to convert your registrants that typically book around the block into your room block. 

The Advantages of a Client-focused Service Plan 

Nothing is more imperative to the success of event production than customer service. A housing partnership with a client-focused organization is an extension of your team, offering full support along the way, from simple day-to-day to accomplishing major milestones for your team. It is imperative that housing professionals stay up to date on emerging trends in the technology and service offerings provided to clients, never out of date, and always innovative and thinking forward to anticipate the client’s needs and the needs of the market. Beginning the process of housing services, a detailed plan and course of action will be taken with your team, as well as an initial Discovery Meeting to outline the expectations of a successful housing partnership and the needs of your organization to help achieve a truly exemplary housing service experience for you and your attendees and exhibitors. An in-house Call Center provides a personalized experience by referencing the name of your meeting when answering your dedicated customer service phone numbers and responding to communications received through your dedicated email address. Onsite, the support from a housing service team never stops, with a full team sent to accompany you.  

Who benefits? 

We believe it is essential to encourage attendees and exhibitors to book within the block, not just for your organization, but for them to make the most out of an onsite event. Doing so not only places them in the center of the action at the headquarter or the official hotel of your event, but by staying amongst their peers, they will gain access to valuable networking and connections, even outside the convention center. Staying within the block offers attendees and exhibitors, and even your association staff, the lowest rates available with added amenities included. 

Let’s get started. MCI offers you all the above and more! Your goals are our goals – and together we can achieve something truly great. Contact us. 

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