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Advance registration allows attendees to plan ahead for your conference. It also helps to simplify on-site registration at the start of the conference. Advance registration usually starts four to six months before the conference.

Conferences can use advance registration to generate revenue flow during the months preceding the conference. You can encourage attendees to purchase other services, such as workshops, award dinners, and extra copies of proceedings, by including information about these offerings with advance registration materials.

 

Create the registration form

Conference registration forms have to be easy to use and allow for accurate entry into a database. The content on both online and paper forms should match. The conference Web site is usually the main access to your registration form.

The registration form should include:

  • name, address, telephone number, and e-mail address;
  • IEEE member number;
  • title and professional affiliations;
  • registration category;
  • special needs or dietary requirements;
  • presenter, exhibitor, or other special group information;
  • additional events;
  • guest information;
  • payment method;
  • discount codes;
  • credit card information.

light bulbUse the registration form to gather demographic information, such as number of years practicing, title, and professional affiliations, to help plan future conferences.

 
 

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Set up credit card processing

Most conferences accept the major credit cards for registration and other conference fees. You can sign up for credit card processing through IEEE Meeting and Conference Management (MCM), or through a third-party vendor.

 
 

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Set up online registration

image of checkmark; signifies a required taskYou can hire a registration-management service to create and host the registration system and database or create it yourself. Your registration system should allow you to enter data from printed forms and on-site registration into a single database. Use your conference or society logos and branding to match the look of your Web site and marketing materials.

Online registration systems include:

  • registration form;
  • database;
  • Web-based reporting and search tools;
  • payment processing integration.

Registration forms that capture payment information must follow international guidelines for data security.

 
 

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Publish registration instructions

image of checkmark; signifies a required taskProvide instructions and other information about the registration procedures on the registration form, Web site, and other conference material, including:

  • instructions on how to register;
  • individual and group registration fees;
  • fees for other activities;
  • all items included in registration fees;
  • deadline for early-registration discount fee;
  • cancellation and refund policy;
  • accepted payment types;
  • contact information;
  • on-site registration location and hours;
  • information on conference hotels;
  • IEEE nondiscrimination policy;
  • how to request a visa letter.
 
 

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Monitor online registration

image of checkmark; signifies a required taskMonitor online registration throughout the advance-registration process. Assign someone to handle attendee inquiries, problems, and complaints. By tracking the number of registrations, you can:

  • adjust marketing efforts to improve attendance;
  • make changes to budgets, room set-up, and food and beverage orders.
 
 

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Who do you talk to at IEEE?

IEEE is ready to help. If you have questions about setting up advance registration, please contact IEEE Meeting and Conference Management (MCM).

Do you have other questions about organizing a conference? Please see IEEE Conference Organizer Contacts.

Do you have feedback on the information on this page?

  • Is there missing or incorrect information?
  • Do you have a tip to share?

Please send your feedback to Conference Services.

 
 

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IEEE Conferences Committee Chair William Moses overviews the conference education program in this video.

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Conference resources

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