Coordinate conference proceedings

[Picture of someone talking on the phone]

Receive registrations and payments

As delegates respond to the conference promotion, the conference secretariat will begin to receive enquiries and registrations. You will need to devise a system for:

responding to enquiries
managing and processing registrations.

Consider how you will handle telephone enquiries.

How will the calls be registered?
Who will handle the enquiries?
What information will be needed to answer enquiries?

Develop a procedure for answering telephone enquiries that covers the questions above.

Think about some of the things that might need to be included.

Some of the things that might need to be included As enquires come in you may need to:

open mail, gather fax and email registrations and payments

enter registrations into a database such as Access, Summit or Events

allocate payments to delegates

send out confirmation letters by fax

complete appropriate credit card transactions, to be either paid into the bank or sent straight to the credit card company, such as Amex or Diners Club

fill in bank pay-in slips.

telephone hotels with requests.

Once a week you will need to:

send updated reports to hotels and tour operators.

Post your work to the ValleyView Meeting room, using the heading Receiving registrations, and check the procedures posted by other students to identify the strengths and weaknesses of your own.

Use the menu below to continue.

Coordinate conference proceedings

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