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 1. How long will it take to get the system up and
running?
Meeting Consultants is ready to react to your timeline;
however, the ideal length of time to get the system
up and running would be 45 to 60 days. This allows
Meeting Consultants to develop and implement a custom
registration page. During this time we insure all the
demographic questions are listed correctly, beta test
the registration page and review the final product
with our customer prior to putting it online.
2. How much training will I need to use the system?
Meeting Consultants manages the entire registration
process so there is no training required for you or
your staff. Our developer will create a custom web-based
Reporting Page that will provide real time information.
It is as easy as browsing the Internet.
3. Can the system be customized? Can it look and feel
like my corporate website?
The registration page will be completely customized
to match the look of your corporate website or specific
meeting website. By having the same look at the event
website, the registration page supports the marketing
efforts of the event.
4. What is the pricing structure? What does the standard
fee include, and what add-ons do I need?
Meeting Consultants provides a complete registration
management package that is customized to your specific
requirements, needs, and budget.
Our proposal is broken into four cost categories:
 Registration page development
Advance and online registration
Financial processing
On-site
registration
The registration page development is structured based
on the complexity and the requirements of the registration
page and the reports page. Advance and online registration
pricing is based on the number of advance registrations
received, and whether they are received via the internet,
via fax or by mail. On-site pricing is based on the
number of people processed on-site and the number of
Meeting Consultants staff needed on-site. All direct
on-site expenses such as electric, data line, temp
staff, and computer equipment are billed as an actual
cost to the event organizer without a pass-through
charge added on by Meeting Consultants.
5. What are the costs for handling online credit card
processing? How does the money get into my company
account?
There are two ways to handle Financial Processing
for your event; use a Meeting Consultants’ Merchant
Account to process all credit cards or use your own
merchant account to process the credit cards. If you
use your own merchant account, a flat fee of 1% of
the total amount processed by Meeting Consultants is
charged the client and billed directly to the customer.
All the money is transferred directly into the customer's
merchant account as it is processed and they have control
over the money and handle all disputes and credit card
questions. The registration fees are deposited directly
to your account as they are received and processed.
This format is less expensive and eliminates the need
for Meeting Consultants to hold any money after the
meeting in case of credit card disputes or cancellations.
6. Can you assist in marketing my event and driving
people to the registration site?
Meeting Consultants has the ability to conduct outbound
invitation telephone calls or send invitation email
letters to a prescribed database. These calls or emails
would be customized to meet the requirements, expectations
and needs of the specific event. Meeting Consultants,
using the registration database, can provide customized
updates to those registered regarding new conference
sessions, a speaker change, or any update necessary.
This process can be used to promote your hotel block
or remind everyone attending of a special reception.
7. How will you deal with customer inquiries and
issues during registration?
Meeting Consultants handles customer inquiries in
two manners; by email with the use of a special email
address that is answered within 24 hours of receipt;
and through our Customer Service Call Center and a
dedicated 800 number for your event. Our experience
indicates the most effective customer service is provided
when both services are offered to your attendees.
8. How does your system make changes to the registrations
after they are submitted?
All registrations submitted are downloaded into a
database and our customer determines what restrictions
are placed on changing registration information. It
can be as easy going as to the registration page and
clicking on the update or change box, and making a
change to
the original registration form or it can be restricted
by the customer so that changes are only made via email
request to the event Registration Project Manager who
has authorization to make changes and cancellations.
The situation is totally flexible and dependent on
the circumstances dictated by the owner of the event.
All registration information is maintained in a secure
database and any changes are logged on the registration
record for management and accounting purposes.
9. How will I receive my registrant list? Can I export
the data into other formats?
Registration lists can be downloaded in either comma
delimited, excel, or lotus 123 formats. The registration
information can also be viewed through the web-based
report system
provided by Meeting Consultants.
10. What do your reports tell me about my event? How
comprehensive are they?
The information provided through the reports is customized
to your needs. It can provide demographic information
about your attendees, provide buying pattern and buying
influence data, or provide any information gathered
during the registration process and the questions on
the registration form.
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