Convention Registration Information

An important part of running a Convention is developing an accurate, efficient registration process. Accurate and fast processing of participant registrations will help ensure detailed precise accounting for the Convention. Without a simple yet accurate way to handle registrations, the Convention Host Committee will have a hard time running a Convention. Accurate numbers are the key to keeping costs in line with the convention budget, and it is vital that the Financial Chair have an accurate financial view not only prior to the Convention but during the Convention itself.

Generally, an effective registration process will need to do the following:

• Develop a database where each registrant is accounted for and counted in terms of what registration package he/she has selected, what additional meals, workshops, clinics, tours, and other events have been selected and paid for, individual non-package registrations, vendor/exhibit registrations and table costs, etc.

• Generate AASRP, class and workshop/clinic rosters,

• Generate accurate counts for all meals, tours, and other Convention events where food needs or facility needs.

• Generate income statements for the registration end of the Convention.

• Handle, account for, and count guest, VIP, and other nontraditional registrants.

• Print badges for Convention registrations and AASRP special badges.

• Generate meal tickets and other entry tickets as needed.

• Generate sticker and other badge identification for Convention events if needed.

• Generate over- and under-payment lists so refunds and underpayment adjustments can be made.

• Track youth permission slips.

• Generate reports to be used as part of Status Report #3: Final Financial and Convention Report.

• Take registrations directly from Convention web site.

• Generate in-person registrations efficiently during Convention week.

• Make changes to pre-registrations during Convention week.

• Prepare registration envelopes for participant check-in.

The easiest way to handle Convention registrations is to use some kind of computer software. Experience has shown that the simpler the software, the faster the person handling registrations can input the information and the more accurate the resulting records will be. Also with simple to use software, those in charge of daily registration during the Convention can give the best, most efficient service possible. While there is registration software on the market, the simplest registration software will be some kind of database like Access. In the past a simple Access database has provided all of the information needed both during and after the Convention.

Registration Options

In the past, we have offered a variety of Convention registration options, including the following. The Convention Host Committee should use only those that meet the needs of their Convention and those attending:

Standard Options

Adult: Full week with meals*

Adult: Full week, no meals

Adult: Half week with meals (any three contiguous days or Sunday/Monday/Tuesday or Wednesday/Thursday/Friday

Adult: Half week, no meals (any three contiguous days or Sunday/Monday/Tuesday or Wednesday/Thursday/Friday

Adult: Single day

Adult: Youth Program participant

AASRP: One day

AASRP: Two day

Youth: Youth Program (Sunday/Monday/Tuesday)

Youth: Full week with meals

Youth: Full week, no meals

Youth: Single day

*Full week with meals usually includes the Welcome Dinner, Youth Banquet, Wine and Cheese Reception, Banquet and Ball, and Champagne Brunch.

All of the above options are offered with both early and late registration fees.

Special Activities

Commercial Vendor Table Fee: Includes two guest or limited access badges with the first table and no more than one badge with each additional table. This badge allows access to the Vendor Area, Hospitality area, and Spotlight Sale animals only. Vendors who wish to attend any daily Convention activities must purchase a regular registration.

Guest or Limited Access Badge: Allows access to Vendor Area, Hospitality area, and Spotlight Sale animals only. There should be no charge for this badge.

Meal Fee: Allows access to specified meal only.

Tour Fee: Allows access to specified tour only.

Breed Club Meetings: If breed club meeting are held in the evening, then those attending pay only the breed club meeting fee. However, if the breed club chooses to schedule its meeting during the day, then those attending must pay a regular day registration fee in addition to the breed club meeting fee.