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The Background
The majority of conference attendees have their airfare, hotel and attendance
paid for by the company to attend the annual meeting. Complimentary travel and
attendance was based on meeting the company goals. Another element of the event
registration process was that there were volunteers that needed to indicate
preferred jobs, preferred work days, and which dinner event they would like to
attend. The final requirement of the form was to assign housing based on travel
dates and their geographical location.
Summary of Needs
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The registration options were numerous and therefore
presented the challenge of being able to offer one seamless web form. We did not
want separate forms for each criterion or to send out a special “code” to each
person invited.
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Avoid attrition penalties.
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Manage volunteer job assignments
Our Solution
We tied each email address used to invite attendees
to a set of business rules. These rules were applied to each registrant as they
logged in to register. There were 6 possible paths the registrant could have
been led. For the purpose of the study, we will discuss only three.
Path 1: Air Travel Paid by Company
Once booked, the itinerary information was entered into the databases as
confirmed and a copy of the itinerary was sent to the registrant. If the travel
was paid for by the company, the registrant was required to enter their travel
preferences or decline air travel altogether. The preferences were then captured
and reported using a Travel Detail Report available online that can be filtered
by confirmed and non-confirmed air travel. The non-confirmed air travel report
was used by the booking agent to allow them to book that travel. Once booked a
copy of the itinerary would be emailed to the registrant and a copy was sent to
YesEvents to be entered into the event database as confirmed.
Path 2: Air Travel Paid by Registrant
If the travel was paid for by the registrant, the registrant was required to
book their air travel prior to registration. They would provide their PNR,
airline, travel dates, cities and arrival and departure times. These entries
also appeared on the Travel Detail Report but they appeared as Confirmed and did
not appear on the filtered report of flights to book.
Path 3: Volunteer Registration
An invitation went out to the volunteer pool and when they clicked on the
invitation link they were greeted with the same landing page as all the
attendees. After entering their email address they were welcomed to the
volunteer registration site. Here they could select their job preferences which
were inventory controlled. If we need two airport greeters for two time slots
only the available options were shown. The volunteers were invited to various
meals and we needed to prepare for them so they were asked which meals they
would attend and indicate if they were bringing a guest.
Benefits
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Save time and resources during the invitation process by using the
email address instead of keeping track of multiple codes and emails
messages.
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Save money by avoiding attrition penalties by placing reservations in
the hotels based on the commitments that were made.
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Save money and offer a streamlined registration form for all types of
guests including volunteers which avoided having two or three different
forms or links. We created unique pages where needed.
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Save time and resources when managing and scheduling volunteers by
allowing them to select their jobs and the times they were available. If
time slots became full, the option no longer appeared.
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*Save money by reducing ground transportation costs because we were
able to capture all the travel details for attendees so we could
schedule busses according to the volume of travelers.
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*Save money on food and beverage by not over-guaranteeing! By asking
registrants to indicate which meal events they would like to attend.
*Indicates more cost savings.
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Case Study
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