This is our fifth video to our series “Wise up with Fitwise”. To view all our videos visit our YouTube channel or video page of our website.
Delegate Management
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Managing delegate registration
Registration for delegates can be in the form of a hard copy application form or an online registration system. Information to collect from delegates includes:
- Name, job title, organisation (for badging purposes)
- Email and phone number (for future correspondence)
- Dietary Requirements and any other special requirements including mobility etc.
If delegates are paying a fee to attend your conference list the payment methods available and ask for invoicing details and purchase order number, if required.
It is also very important to make sure your application form states all terms and conditions so delegates know about cancelation and charging terms.
Communicating with delegates once they have registered
It is important to keep up the communication with delegates throughout the whole process. The most cost effective way is by email; however, some organisers prefer correspondence by post or phone. It is important to give delegates all the information on the conference such as:
- Travel, best routes of public transportation, parking and local accommodation.
- Event start time, registration times, catering, programme, speakers and anything else that will attract them to the day.
It is important to talk to all of your delegates at all stages of the event process to ensure you address all questions and queries. This helps to manage expectations and ensure that overall the delegates have a good experience.
Post event communication
Communicating with delegates after your conference is important to ensure the day was a success and collect suggestions for improvements of future events. Post event communication also allows for the circulation of all event related materials. This would include sending surveys, any presentations the speakers have agreed to circulate and a certificate of attendance if this was not given out on the day of the event.
How do you ensure customer satisfaction?
It is important to have a debrief with the client after the event and ask for feedback on what was done well and what improvements and amendments you have both to ensure the success of future events.
