Client handled all registration in-house using a registration system they pieced together with MS Word and a mail merge program. Using dot matrix printers, the entire process was becoming too cumbersome for the 8,800 people they were registering.
Solution: RTI provides data entry services
Forms were received by the client, approved and forwarded to RTI where the data was input into its’ proprietary registration system. Weekly reports were produced and sent to the client. The client started tracking their registration numbers and began making adjustments to their promotional campaign. After several years, the client could accurately predict attendance based on these pre-event reports. This improved their planning and scheduling, thereby reducing expenses.
Major medical association providing CME credits to its’ physician membership needed to track each doctor’s education hours. Manually checking them off of a master roster was not practical.
Solution: CME tracking via bar coded badges
Client and RTI developed a CME tracking process using bar coded badges and hand held scanners. Scanning personnel were trained by RTI and deployed to assigned positions throughout the day. Attendee’s badges were easily and quickly scanned with the hand held scanners. CME hours were much easier to record, and the number of disputes for un-recorded hours dropped dramatically. (These disputes were creating a significant time drain on the staff.) While the exhibitors had never been offered lead retrieval, they now could use the bar coded badges to record each person’s visit to their booth. There was no additional cost to the association, as each exhibiting company rented a lead retrieval scanner directly from RTI.
Even though badges were mailed to attendees, they historically would not bring them to the event, creating a re-printing problem for management.
Solution: On-site system will-call
RTI’s registration system permits search by company name, last name, or registration confirmation number. All credentials were issued on-site via “System Will-Call”. Attendees would come to a registration station, their record located, and immediately printed. Personalized seminar tickets and raffle forms were simultaneously printed, and the person’s attendance at the event was electronically verified in the system. Reports detailed total registration, verified registration, and on-site registrations.
Client hosted an event with 10,000 registrants. Eighty percent were repeats from the previous year. Registration forms were printed in client’s publications and mass mailed to huge mailing lists. Completed forms were faxed and mailed back to the client.
Solution: Quick Registration
Client accepted RTI’s suggestion of creating a QuickReg. form. This was a blank registration form that was personalized with attendee’s data from the previous year. The forms were mailed early to last year’s attendees, and all they had to do was initial the form and mail or fax it in return. Once these forms were received, the ID# for each individual (which was printed next to their name) was entered into the database, and their registration was activated for the current year. No further data entry was required. Registrants who had changes were easily searched in the database, new information was updated, and the person was activated. Key stroke errors were reduced, attendees were pleased with the recognition of their previous attendance, and with this process, registrations were automated, and error free. RTI combined this with web registration, and within 3 years the client went from 100% hand data entry to 60% QuickReg and web registration. The client was also able to use advance reports and data supplied by RTI to delete registered attendees from future mailings, which saves printing and mailing costs, as well as aggravated attendees who question why they receive solicitation mailings when they have already registered.
Client has no idea which publications and mailing were producing the best ROI.
Solution: Source Codes
Each publication and mailing had a small source code printed on the registration form. RTI entered the source code with each registration. Reports revealed which publication/mail produced the best results. Non-effective marketing efforts were eliminated saving client expense and staff time.