Delegate Services
Registration Solutions
Are you looking for a better way to manage your meeting registrations?
Managing delegates is a vital part of your event but can be extremely time-consuming if you choose to take on the responsibility yourself. Registration is often the first process your delegates will experience so it needs to run like clockwork!
Tour Hosts Delegate Services specialises in complete registration management including all financial transactions. We can supplement your own arrangements or take care of everything - whatever you need! We have the cutting edge technology and the expert staff to meet your needs. If you manage your own conferences in-house but need help coordinating delegate registrations, we're your answer! Delegate Services provides speedy, efficient management of the entire registration, enquiry and booking process.
We offer:
- Secure, advanced online registration and booking process
- Experienced, friendly staff and extended office hours (0830 -1800 hrs) to answer enquiries
- Dedicated email address for event-related enquiries and correspondence
- Live reporting from the database at any time of the day or night
- Secure Socket Layer (SSL) technology and 128-bit data encryption to protect personal information and credit card details.
- Financial administration
- Ability for delegates to make changes to their record online using their own unique password
- Name badges and tickets
- On-site staff
- Transfers and accommodation management (see accommodation section)
- Management of "early-bird" cut offs
- Last minute registration on-site
Our Delegate Services team is complemented by an in-house information technology team who manage our 24/7 operation.
The sophisticated on-line services we offer you include:
- Secure registration on-line 24 hours a day, 7 days a week
- Fast registration which allows delegates/participants to amend information as required
- Registrations processed manually if received by mail or fax
- Name badges in choice of colours, with logo (s), sponsor recognition and colour coding. Photo ID available
- Option of advanced technology encoding name badges with delegates’ information
- Scientific/Technical program management including production of either hard copy proceedings or CD rom
The Delegate Services standard package includes:
- Consultation on drafting of the registration form
- Establishing an email account for the conference to handle delegate enquiries
- Set up of a Registration Form website and provision to link to your website
- Use of Tour Hosts' licensed software for the duration of the appointment
- Total management of receipt and processing of registrations plus data integrity
- Processing funds through a Trust Account, transfer into your nominated account(s) and financial reports.
- Handling delegate enquiries
- Ability for delegates to print their own confirmation letter(s) and tax invoices
- Provision for delegates to set up a unique password to enable them to re-enter the database, make changes and print out confirmations
- Facility for you to access your individual site to obtain reports such as Delegate lists, statistics on delegates and excursion lists.
- Printing of name badges either on stock supplied by you to required specifications or managed entirely by Tour Hosts.
As we are a Professional Conference Organiser our other services are available to you including (but not limited to):
- Accommodation full service or delegate bookings only (click here for more information on Accommodation)
- Additional registration/excursion types
- Excursion ticket printing
- Capture of marketing data
- On-site staff
- E-mail blasts – for marketing to delegates, sponsors etc
- Setting up of a conference website
- Additional reports via management login site
- Accounting GST/BAS Management (click here to visit Finance Management)
- Tour and social program design and management
