Registration Solutions for your

Event Management

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Rapid Registration Attributes

• Decrease Costs & Increase Efficiency– Increase staff productivity– Decrease overhead

• Increase Response– Electronic Registration process – Email confirmations & reminders

• Increase effectiveness– Flexible reporting options via Excel-based data download

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Benefits for Invitee

• Fast & easy registration

• Immediate confirmations

• 24/7 access for registration update

• Web based product

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Customized Registration Site

• Look of the site is customizable by your administrator– Choose colors, fonts & images– Build custom forms to collect data vital to each event

• Build your own registration form, or create your own templates to use as a Stock Form

• Attendee data available as an Excel file which can be used as is or imported into a database

• Technical support available 8:30AM to 7PM ET for administrators and registrants

Registration Process

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To Register for an event

• Registrants go towww .myrapidregistration.com using a Netscape or Internet Explorer browser

• The screen contains additional information important to the registrant; instructions and links to the Support Desk should they have difficulty logging in

• Initially, the participants will log in using the generic login assigned by the administrator

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Welcome Page

•The first page a Registrant sees is the Welcome Page

•This page contains details about the event. It can be customized with company logo and up to 3 photos.

•Registrants click the button “To Register” to start the registration process

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Participant Information

Simple Registration

•The registrant will only need to provide their name & email address. This is the most basic information that is needed from the registrant

Comprehensive Registration

•The registrant will need to fill out a more comprehensive form to collect more personal details such as address, phone number, etc.

•There are 2 options to collect the Registrant information depending on how much information is needed.

•Any field that has an asterisk next to it is a required field and must be filled in by the participant or they cannot advance to the next form.

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Unique password

• Each registrant creates a unique password that will allow only them access to their data after they have completed their registration

• Throughout the site, registrants are given the option to “Save & Close”. Then they can use their email address and the unique password they assigned themselves to log back in and complete their registration at their convenience

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Companions

• Sites can be set up to accommodate an adult companion and up to 3 children

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Guest Information Form

The following are examples of some commonly used custom forms

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Hotel Preferences

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Air Preference Screen

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Shirt Sizes Form

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Credit Card Required

• Credit card collection is available and can be enabled on any of the custom forms

• Credit Card data is collected on an SSL platform and is encrypted upon entry.

• Only the designated administrator has access to a program to de-crypt the information. The credit cards are not charged and this is not a “shopping cart” function. Collection of credit card data is for reporting or hotel guarantee purposes only, unless processed through a 3rd party merchant account.

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Completion

• The “Thank you” screen pops up to show the registrant they have completed the process successfully.

• A summary screen will then appear when “Finish” is pressed.

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Registration Summary

• This screen shows the status of all required forms.

• Also available is a Notes section where the registrant can type a comment, note or request and it is automatically emailed to the administrator

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Printable Summary

• On the Registration Summary page there is a “Printable Summary button. This document displays the responses the participant has made.

• The printable summary button allows the participant to print their registration information for easy reference

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Email confirmation to registrant - complete

• Each registrant receives a confirmation email with a link back to the site and a reminder on how to log back in

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Email confirmation to registrant

- incomplete

• If the registration is not complete, the system generates an email alert to notify the registrant they have not completed all the information that is required to process their registration

• This alert also has a link back to the site and a reminder on how to log back in

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Summary options - incomplete

• By viewing the Registration Summary Screen the registrant sees what forms are incomplete

• Completing and closing each item returns the registrant back to the summary screen, until all forms have been completed.

• Finally, an email notification is sent to the administrator that the registrant has completed their registration

Site Building Process

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4 Easy Steps to Build & Manage a Site

Step 1: Login and enter your event details

Step 2: Build & customize your registration forms

Step 3: Monitor and manage registrant responses

Step 4: Download registrant data for reporting

Step 1. Login and Enter Your Event Details

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Log In to the Admin Screen

• The designated administrator is provided with a Unique User Name and password to access their Admin screen

• This bring you to the Global Administrative Menu, where you would choose “View Sites”

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Add a New Site

Your company name here

• The administrator is then able to begin building • a site into your company’s personal database

• To add a new site, they simply click on the “New” button on the right side of the screen

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General Site Parameters

• Select “Yes” for Site Active. This allows the administrator to view the Welcome page on the Internet as they are building it, and make it so invitees can register after the site has been built.

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General Site Parameters

•For Simple Registration:

-If you select “Yes” the registrant will only need to provide their name & email address

- If you select “No” the registrant will need to fill out a more comprehensive form to collect more personal details such as address, phone number, etc.

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General Site Parameters

• Add the site name, location, and dates

• Create a generic login & password for first time registrants

• Specify the number and type of participants to be included in your event

• Designate an email address for notifications to the administrator

The user name and password will be unique to each event

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List of Company Sites

• After the administrator has set the parameters for the site, they will see the site listed in their company database. It is from this screen the administrator will finish building the site

• Next, the administrator would click on “Customize Display” to begin formatting the Welcome Page

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Customize Welcome Page

• You can customize the color scheme, add a company logo and upload up to 3 photos to be displayed on the Welcome Page

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Site Details (Welcome Page)

• Add details about your event to be displayed on the Welcome page

• Include items like: Hotel Information, Meeting Details, Transfer Instructions, Payment Details, Activities or an Agenda

• Add as many or as few details as you need

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Sample Welcome

Page

Step 2. Build & Customize Your Registration Forms

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Site Forms

• On the Main database page, the administrator clicks on “Site Forms”

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Creating a new form

• To build a new custom form, the administrator clicks on the “New Form” button

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Creating forms

• Assign a name for the form

• Enable the form for the type of participant allowed to complete that page: participant, companion, and/or child

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Form Building Screen

• Choose from a variety of elements to build your forms

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Form Elements

• List of form elements to choose from

• Select an element, fill out the information & click Add to add it to the form

• Repeat this step until your form is complete

• You can designate some fields as mandatory for registrants by clicking this box. They cannot advance to the next form until they complete this field

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Sample Form

Title Element

Radial dial element

Text box element

Text Area element

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Stock Forms

• The Form Maintenance Screen gives you the option to use templates. These are stock forms the administrator can create and save to use in multiple registration sites

• Stock forms can be used in any site in your database and can be accessed

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Finish building

• Once all forms have been finalized and no further changes are needed the administrator finalizes the site

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Congratulations!

Your Site is built and is ready to go!

Step 3: Monitor and manage registrant

responses

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Email notification to administrator

- complete

• For each new registrant, an email is automatically generated to the administrator with a link to that registrant’s data for easy viewing

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Email notification to administrator

- incomplete

• Notification is also sent to the administrator that a new participant has started, but not completed their registration

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Viewing individual details

• By clicking on that link, the administrator can get a quick overview of the new registrant’s information

• A green checkmark denotes a completed form, a yellow triangle means the form is incomplete

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• If a registrant logs back in to the system and makes a change to their registration, an email is automatically sent to the administrator to notify them the change / update

Email notification to administrator

- Change / Update

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View registrants

List of registrants for this event

• From the main database page, the administrator can view current registrations at any time by clicking on the “People Icon” (blue heads) next to the event

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Email all registrants

• If there has been a change in the event, a group email can be sent to all current registrants by pressing the Group email button

Step 4: Download registrant data for

reporting

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Generate Excel data file

• From the Site Summary page the administrator selects “Generate Site File” to create an Excel file of registrants

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Generate Excel data file

• Press the “Generate File” button to start the download

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Sample Data Download

• Data is downloaded into an Excel file which can be manipulated as needed or imported into an Access database to make customized reports

Registration solutions for Registration solutions for your event managementyour event management

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