FREQUENTLY USED WEBSITES

Aventri
Google Translate
Master List - will email employee a link with permission to view
MMI Marketing Projects - will email employee a link with permission to view
MMI Style Guide
ProposalPath
AMR Media Library - Secrets, Dreams, Breathless, and Now Resorts
Playa Resorts Library - Hyatt and Hilton
AIC - Hardrock and Unico
Cruising Power - RCCL, Silversea, Azamara, and Celebrity
Unsplash
Grand Wailea image library
Hilton Waikoloa Village library
Xcaret images (download / unzip / resize)
Westin Maui images
Norwegian Cruise Line
user: cnealis@morrisincentives.com
password: Clementine1!

TIMELINE

Program contracted
Begin website and registration construction
Peer review of website/reg/emails
Manager review
Kick-off meeting
Sales and Event Coordinator review
Client review
Event Support kick off
Website/registraton launch
Mobile app creation
Signage creation
Mobile app / manager review
Mobile app / sales and event coordinator review
Mobile app / client review
Signage sales and event coordinator review
Signage client review
Signage submission to manager
Internal Pre-Con
Internal Post-Con

Creating a marketing website base

STEP 1:

Go to Websites
All Websites
Go to Client Name
Go to Year
Once in the correct folder, click the Create New Website button
Type in the website name “Client Location Year”
Link to event: start typing in the same thing to find the event to tie it to
Select a template – Choose 1 Template

A screenshot of a computer

Description automatically generated

Click Create Website

STEP 2:
To finish tying the website to the event, you must set up the redirect.

Go to Events
All Events
Go the Client Name
Go to the Year
Click on the correct event
At the top of the screen, click Overview
On the right, checkmark Primary Website and Redirect to Website Builder
Save

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Description automatically generated

Aventri Website Building Checklist

WEBSITE SETTINGS

Click the little gear icon at the top right of the editor
Make sure your website is linked to an event (event = registration website)
Click on the Advanced Settings tab
Add a custom URL (typically “clientnamelocationyear”)
Add a favicon, if applicable (typically small little logo of client) -- This needs to be a square design. If your logo is not square, it will stretch it.
Click save and exit

NAVIGATION BAR SETTINGS

Hover over the navigation bar and click Customize
Click the Add a Menu Item button
Chose registration link from drop down menu
Name the menu item “Register Here!”
Event Name/ID- search for the correct registration website and link it
Click Save Menu Item
Click Continue
Click the Menu Options tab
Add a custom logo (needs to contrast well with nav bar / typically an all white logo)
Click Continue

THEME EDITOR

When choosing a color scheme, you’re going to want to first ask the sales person to request the client trip logo. You’ll either match it to their trip logo, or if they are using their standard company logo, you’ll want to come up with a proper color scheme based on the location of the event. If they have a custom designed trip logo, you’ll want to match the color scheme to it.

UPDATE: The font for everything should be Century Gothic 16px.

UPDATE: Color combos to avoid

HERO SECTION (very top section)

Here we typically have a very pretty picture of the destination/hotel. This photo sets the first impression, so be particular about what you chose! A trip logo/client logo usually sits on top, so you’ll want to think about the pairing of the two when making your selection.

For the photo, you may need to add a layer of a color on top to help contrast the logo. Do this by opening the image in Photoshop, adding a new layer, coloring the layer (probably black), then adjusting the transparency down really low. Save image for web as a JPEG at 2000 pixels wide.

Even if you don’t add a color on top of the image, you’ll need to size the image down to 2000 pixels wide no matter what. Load time is important—don’t put a huge photo here.

Logo placement: You’ll want to add a logo as an image to the top of the hero. Failure to add as an image will result in the logo not sizing down for mobile/tablet.

UPDATE: Mobile friendly is a priortity! Always check out the image/logo resize to make sure it works well on mobile. Adjust accordingly if the text is hard to read when adapted to a smaller screen.

UPDATE: HOME PAGE

Use the most recent template to create the home page. Utilize AI to write up copy for each section. Design this deliberately targeted to this client/destination. Don't make it cookie-cutter and too much as if its just a copy/paste template. AI can help wrap the client name into descriptions, as needed.

**When proofing sites for yourself and peers, proof first on the computer, but then proof the marketing again for formatting on mobile.

Parallax sections using containers with background images do not resize for mobile on iPhones. This will hopefully be fixed someday.

AGENDA TAB

The agenda is updated in the event settings but the colors and style is updated in the website settings. Update info based on the contract using standard lingo—check other events as an example if needed.

UPDATE: FLIGHT TAB

Adjust wording on this page to match what the contract is offering. Carefully read the text after you adjust to make sure it flows well and would be understandable to the attendee reading it. Look at it through the eyes of a traveler without a lot of experience.

FAQ TAB

Update FAQs based on what is listed in the contract. Highlight any missing info in yellow so those questions can be addressed in the Kick Off meeting. You’ll want to click on all hyperlinks to make sure they work and open in a New Window rather than the Same Window. Make sure the hyperlink color stands out—on both the FAQ page and the main home page.

On the FAQ about travel insurance, always be sure to update the URL to include the program code at the very end.

Aventri Registration Building Checklist

Make sure to fill out as many of the settings as you can on the Event Overview/ Event Info/Basic Details page 

Event Info / Basic Details

Event Name, Event Code, Event URL, and Event Type should all be filled out

Event Date & Time need to be accurate – double check time zone VERY IMPORTANT

Under Links & Contact Info, enter the customized URL into the Event Home Page section

Check mark “link the Registration Time-out page to the event home page specified above
UPDATE: Also check mark the first item to link the event logo to the home page

Event Info / Event Emails

Make sure the correct logo is showing in each email within the event.

UPDATES:

Update font to Century Gothic 16, if its not already done
Delete “Attendee Journey” email
Delete non-pertinent travel summary emails and leave the correct one for them to use
Update content within the Invoice Email (instructions specific to if the book on own page is on or off)
If your event is multilingual, be sure to go into each email and update the logo
Delete out body text for customized multilingual emails (not English, just other languages, in order to reduce the risk of outdated info accidentally being sent out)
Change Legal First Name and Legal Last Name to alphanumeric input only

Event Info / Registrant Rules

Match these settings (if we aren't allowing them to come back and modify registration details)

UPDATE: If you are allowing them to come in and add flight details, adjust settings to only allow edits to the Travel Booking and have the landing page be the flight/travel booking page.

Categories 

Create categories for:

Main Attendee
- Could be modified later to Qualifier or something similar
Complimentary Guest
Additional Guest Sharing Room
- If there are multiple age ranges, they can be added as sub-categories with fees attached to each age group
Event Staff
- May or may not be used. Usually for larger groups you’ll have sub-categories for MMI Staff and the ClientName Staff

In the individual category settings, the category name is what shows to the front-end user and the category reference is important for Operations in reporting. Category Reference should be 1MAIN, 2GUEST, 3/4GUEST, STAFF.  Make sure you settings match this:

Further down in the settings, be sure to alter the visibility settings for the appropriate category types. Main Guests should only show to the Primary/Lead Registrant. Complimentary Guest/Additional Guest Sharing Room should only show to Additional/subsequent registrants.

Match these settings:

Depending on how many guests are allowed per registration, alter the number to match the TOTAL group size. Update the “When a registrant selects this category” to follow the order registration should flow. Example: Main Guest -> Complimentary Guest -> Additional Guest Sharing Room 

Attendee Info / Active Questions

Match question settings to template-- most likely the registration was cloned over from the template so only customized edits need to be made.

Email Question: Email needs to be required for any Main Guests but optional for guests. Be sure to require email address for “no category selected” since on the first page of registration they have not chosen a category yet.  Also, the setting needs to be added to only use the same email address once.

If you’re not using certain questions on this page, be sure to move them to the Inactive Questions section so that the area is clean.  

Update question short names! This makes reporting prettier.  

$C:\Users\cnealis\AppData\Local\Microsoft\Windows\INetCache\Content.MSO\BB9BD999.tmp$  

When copying in the release agreement, make it pretty on top. Pull this text from the client contract.

$C:\Users\cnealis\AppData\Local\Microsoft\Windows\INetCache\Content.MSO\34A7080F.tmp$  
 

Create an event password (used for modification and app purposes) 

Make visible to all attendee categories 
Visibility by user type – only admin (uncheck Public) 
Default value = PASSWORD (ie vivintmexico – use lowercase, make it unique to program) 
A merge code should already be selected.
Check mark “Copy this field into the record of each member of the group”

Agenda & Options / Agenda/Sessions

If the client is doing any tour options, build them into the agenda section. This will allow it to carry over into their personal agenda on the mobile app.

The format of the question must be Single Session (Checkbox). This allows them to select it in registration and allows you to capacity control it.

If you don’t want the option to show on the marketing website, you have to uncheck Website/eMobile Public Agenda in the visibility settings. Eventually we will have to turn this back on for it to show in the app, though.

**NOTE about golf setup: If you build golf as an activity option, always have a sub-question asking club preference. Left-Handed Clubs, Right-Handed Clubs, or Bringing Own Clubs

Agenda & Options / Locations

If the events on your agenda are taking place in a certain location, you must first add that to this section. Then, in the Agenda/Sessions settings you can choose the option from a dropdown menu.

Agenda & Options / Options 

Match the fees to the template fees / should already be set up.

Hotel & Travel / Hotel Settings 

Adjust header text to match the event parameters. You'll need to get a cost from the EC/Sales for extending their stay.

UPDATE: Build one generic room to have everyone flow into with FULL # of rooms we have each night from contract – you’ll have to add them all together to get the total (visible). Build all contracted rooms with correct capacities (not visible to public).

Make the hotel only visible to the Main Guest. 

If it is a cruise, replace any text on the page that says “hotel”, update the Check In Date to say Cruise Start Date, and update the Check Out Date to Cruise End Date. Make sure the bedding question doesn’t say anything about a hotel. 

Update the Check In/ Check Out dates to default to the program dates. If the group has multiple arrival/departure dates, you can change the settings to have certain dates for certain categories.

Hotel & Travel / Travel Settings

Update Outbound Destination Airport to be match the parameters of the event.

Update Outbound Departure Date to match the dates of the event. If the group has multiple arrival/departure dates, you can change the settings to have certain dates for certain categories.

Update Return Destination Airport to be match the parameters of the event.

Update Return Departure Date to match the dates of the event. If the group has multiple arrival/departure dates, you can change the settings to have certain dates for certain categories.

If using "flights on own", update header text and necessary template text.

UPDATES:

When building a website/reg, you can come up with the deadline for when itineraries are due using the 1 ½ months prior to travel method. If the EC/Sales have an issue with this date, they can give feedback in the kickoff when you mention it.
I’ve added another travel option—driving. Ask in your kickoff if there is any potential for attendees to need to select it and turn it on accordingly. Activate this option if the program is in the continental US.
Ticketing fees for additional guests are either $75 for domestic travel or $100 for international. You can fill this in without asking.

Fees & Payment / Standard Fees

You can tie price points to different categories, options, or sessions (agenda items).

Any options need $1 assigned to them.

Fees & Payment / Payment Settings

The only payment method should be Credit Card.

Under Other Payment Information, use this code for Terms & Conditions and Cancellation Policy. Update the Cancellation policy to match the program parameters.
 
T&C:

Please note charges will appear on your bank statement from Morris Meetings & Incentives.

Cancellation Policy: 

From day booking through DATE - You may cancel or change your registration online and receive a full refund.
DATE - DATE - You must submit your cancellation request via email. Cancellations will be subject to a 25% penalty.
DATE - DATE - You must submit your cancellation request via email. Cancellations will be subject to a 50% penalty.
DATE until departure: 100% penalty.

Fees & Payment / Invoice Settings 

UPDATE: Make sure your invoice is set to Arial Unicode in the settings (this will help it render correctly for all languages)
If you have a multilingual event, you must update the invoice to carry over the code per language.

The invoice should look like the image below.  

Address: Custom Text 
Second section: Custom text w/merge fields 
Event name: Custom text w/merge fields 
Bottom section: T&C and Cancellation policy merge fields.

Look & Feel / Headers/Footers

Typically, you’ll at least have one Header in this section—Additional Attendee Page header. Update this section to match the event parameters.

There is one Welcome Page header in there that has coding, don’t touch it.

If you need to create floating instruction text on any page, use this section to make those.

Every page in registration should have a header font at the top telling what page they are on. I.E.: ATTENDEE INFO, RELEASE AGREEMENT, ACCOMMODATION INFO, FLIGHT INFO, GUEST INFO, PAYMENT PAGE, CONFIRMATION PAGE

Advanced Settings / General settings

Settings here should be set how they should be, no further edits need to be made.

Advanced Settings / Language & wording

If you need to adjust the standard website text, you do it in this section. You can CTRL+F the phrase you want to change to find it. Typically, I like to get rid of the following and use a “blank value”.

Edit the phrase “Will you be registering any other attendees for this event?” to say “Will you be bringing a complimentary guest with you to EVENTLOCATION?”

Advanced Settings / Pre-Approved Data

If the client would like only certain people to be able to register, this is the section to add that info. First, checkmark the main attendee category that is getting regulated and then click “Manage Pre-Approved Data” to paste the email addresses of those allowed in that category. Sometimes there will be multiple categories that have specific emails allowed per category. Some categories might not need to be check marked and anyone can register through that category.

Advanced Settings / Pre-load Data

Pre-load data is used if the client would like to upload information to an individual to have a field pre-populated during registration. This is frequently used by groups like Nu Skin when they want to pre-load their Distributor ID and lock the field so they can’t edit it. WGU also utilizes this A LOT to pre-load all sorts of fields like Manager, Supervisor, Department, Assigned Arrival Date, Assigned Departure Date, and WGU Notes. You upload data by clicking “Pre-load from event specific database” and then “Import Data”. Follow the instructions from there. NEVER UPLOAD FIRST NAME OR LAST NAME. That should always be freshly filled out by the attendee to ensure their flights are ticketed with the correct name.

Post launch website/registration edits

Registration closing:

When you are asked to close registration, simply put a password on the category types that are available to register. That way, the Ops team can allow in last minute registrations and/or do admin registrations.

Personalized agendas:

Update all session types to checkbox rather than no input
Create two registrant list views (make viewable to all in account)
1. Personalized Agenda: Generic
2. Personalized Agenda: Specific
Mass upload Yes into Generic items (ie: arrival, hosp desk hours, farewell, departure)
Double check to see if the Specific Agenda to see if its already been customized through registration. If not, work with the EC to establish what needs to be changed from No to Yes per person. Mass upload accordingly.
In the mobile app, update the agenda from Agenda to My Agenda so it shows personalized items.
Force resync app.
Manually check at least two different people to see if their agenda is showing correctly in the app. Log in as them then log out after verifiying.

Aventri shell PNR creator setup

This is typically set up by the flight coordinator and only posted here as a reference.

Create Shell PNR steps

Access the group in Aventri
Click on register settings
Click on adv settings then integrations
Click on Aventri PNR services
Global Distribution System-click on Sabre
Sabre IPCC-enter 1JQC
- 1JQC/906813/AV90MM68
User name-906813
Password-av90mm68
Click connect
Do the same for N73G-if needed
- N73G/109275/av22mmi

Queue ID Number- The flight team will need to add the queue numbers. Each flight coordinator has an individual number associated with them.

Add Account Number- please make sure this is correct!!!

On the right side click the down arrow and select the Legal First name and do the same for each box.

Aventri Mobile App Building Checklist

Details that need to be done within your registration website 

Under Registration/ Registration Settings/Attendee Info make sure you have an Event Password created.  
Under Registration/Registration Settings/Registrant Rules make sure that the Registration Modification Permissions are set up like so:

VERY IMPORTANT APP RESOURCE GUIDE: https://s3.amazonaws.com/na-prod-tapcrowd-static/general/Design_apps_V7_container.pdf

Steps on creating app  

Create a new brand and for its name put the Account Code (located on the Master List)
Click the button under the brand that says Add Event to Brand
Type the name of your event into the search bar to find it, click it, click Next Step
Turn on the modules you want and order then drag the active ones to the top of the list
Activate the following modules by moving them to the top of the menu of modules and then turning the slider to ON. 
- Info (will be turned off)
  - If you have a multilingual event, this needs to be ON while you sync over multiple languages. Once languages sync over, you can then turn it off.
- My profile
- Attendees
- Agenda
- Photosharing
- Chat
- Points of Interest
- Property Map
- Catalog Module – Flight info
- Web Module – Event Website
Ideally you want to do a format of two small, two large, four small, then one large
List like so: My profile, attendee, agenda, photosharing, chat, points of interest, property map, flight module, website

Click Next Step (you’ll add more modules later)
Pick your color scheme using the same look and feel from the event website click Next Step
Select all category types to sync, click Finish
Click “Preview and manage the content of this event” Add the remaining modules:
Catalog Module – name Flight On-Call Info 
Dynamic Module – need event website URL 
Rearrange your modules in the order you want them by dragging all active modules to the top
Info, My Profile, Agenda, Attendees, Chat, Activity Feed, Places, Flight On Call, Event Website

Note the following changes to each module: 

Info 

You have to change some settings in this icon, but eventually turn it off  / no need to create an image icon 

Must add a logo in here. This will show when you post to the activity feed or send push notifications, so please make sure the logo contrasts with the app background color.   
Must add cover photo in here. This will show on the access screen.
Datetime format: USA 
Make sure the time zone is pulling over correctly, if its not it needs to be fixed in the event and then resynced

My Profile  

Enable travel details - no
Hide attendee status – yes
Hide attendee interests – yes
Show attendee barcode - no

Event Agenda  

Possible display types: By Date / Timeline 
Default display type: By Date

View type: Agenda (if agenda is generic) or My Agenda (if they have a personalized agenda)
Module Name: Event Agenda 
Turn on “users can’t add multiple parallel sessions to my agenda” and “users will not be able to add items to my agenda”  
Turn on “users will not be able to add items to my agenda”

Trip Attendees  

Attendees will sync over into this module based on some settings you’ve enabled already (see Sync Settings section)  
- UPDATE: Only choose main categories, comp guest categories, and event staff. Do not sync over categories for children.
Click Configuration
Under Permissions choose: visible to all logged-in users
Under advanced choose to add a custom field
Choose Event Password from eReg (UPDATE: make sure the dropdown shows it as hidden and not text)

Chat

No settings to change

UPDATE: Photosharing

Make sure moderation is turned OFF 
Rename icon to "Share your photos!"

Points of Interest (Map) 

Places Module (rename to Points of Interest (Map))
Add at least the hotel/cruise ship location and the airport

Flight On-Call Info 

Catalog Module (added by clicking “new catalog module” button) 
Add item / edit 
Name: Flight On-Call Info 
- For those who have booked flights through Morris Meetings & Incentives:
  If you happen to experience any flight delays or travel interruptions for your trip, please know we are here to assist you! Please call or text +1-801-483-6666 for support. 
  
  If you’ve booked your flights on own, please work directly with the airline for any questions regarding your flights.

Event Website  

Dynamic Module (added by clicking “add web module” button) 
Create image icon / module settings/ upload file 
Link to Event Website URL (if multilingual, use specific language links)  
- Make sure this opens in an external window-- check this setting

Look & Feel

Color Set: Should already be updated from the intro pages
My Mobile Themes: Leave alone
Customize Icons and assets for event:
Photoshop templates are located on the Mdrive in Marketing folder/ Document Templates / App 
Module Icons: Menu Style – Tile Menu
HERE is where you add the tile files. Upload per module here.
Advanced event color and assets setup: continue color customization here
Save

Users & Permissions

Sync all category types
Event Permissions: Private event (users must login when opening event)
Create admin account:
- user: Admin
- email: your email
- password: 123

Sync Settings

Uncheck sync Speakers
Check import session/speaker description as html
UPDATE: Uncheck sync email address

Testing the app 

In order to test the app from your phone you must change the status from Pre-Event to Live 
Upon entering the app, make sure these items look good: 
- Splash screen looks crisp and the client logo isn’t cut off in any way 
- Once in the app the navigation bar logo looks good 
- The background color matches the branding 
- The icon tiles all line up and look good – the color at the bottom and the text on top look good and the text is readable 
- The agenda icon is showing the days day by day and not one continuous agenda 
- Points of interest has content in it 
- UPDATE: The Event Website icon links to the website easily and opens into an external browser
- Once you have verified all looks ok, send Courtney the admin user name/password to test the app
UPDATE: When sending for proofing, create a user like so:
- User: admin
- Password: 123
  - Only share this information with Event Tech. Do not share with EC/Sales unless necessary. If you do share it with them, include a disclaimer about logging out after testing and not sharing details with the client.

MULTILINGUAL FUNCTIONALITY:

Before your app can be mulitlingual, your website must be set to be multilingual (which it should be if you're at the point of making an app)
Once in the app, click the Sync Settings tab
Scroll down to the Miscellaneous section and turn on the setting "Sync multiple languages"
Click the Full Resync button
- This process can take about 10+ minutes to fully start working
To check to see if your app is now multilingual, click on the Modules tab
Click edit on the Info module
At the top, cick the Language tab
If your app is synced, it'll show both languages here

Multilingual Website Process

This can help you determine a time frame to tell the client. Failure to follow the timeline could result in the translation process taking longer and increasing the chance of errors.

The Translation Process:

Step 1: Event Tech will fully build a website in English. After which, it must be completely approved by our team and the client. No further changes expected.
Step 2: Once a client gives full approval of the English website, Event Tech needs 2-3 business days to take all the English website text and plug it into an Excel sheet.
Step 3: Once the Excel spreadsheet is completed, Event Tech will send it back to have the client start working on it.
CLIENT WORKS ON TRANSLATIONS
Step 4: Once Event Tech receives the completed spreadsheet back, they need 4-5 business days to plug the text from the Excel spreadsheet into Aventri and test out everything.
Step 5: Event Tech will send the links to the different language versions of the website for the client and their translation team to test out. They will likely have a couple little edits.
Step 6: Approval of all languages and launch.

Its hard to say exactly how long the translation process takes because it is unknown how long the client will take to do their portion. The most important thing to note is that Event Tech really need that 4-5 business days to plug the translations in and test everything out. If Event Tech completes it sooner, they will most definitely send it over earlier.

Modification Process / Event Password

Please always have the modifications be set like this (shown below)—and never change it. The modification settings effect both logging back into registration and accessing the mobile app.

If you were changing the settings because you don’t know what the event password for an event is, here is a step-by-step guide to determine the event’s password for modification:

Find your event
Click Registrations (top left)
Click Attendee Info (header bar)
Click Active Questions
Scroll down the list of questions and find Event Password (square with pencil icon)
Click edit
Scroll down to the bottom of this pop up window
Under the Advanced Settings section, the password is what is indicated in the Default Value portion.

Pre-launch checklist

When a website/registration has been approved to launch, please complete the following mandatory steps!

Clear test registrations
Clear incomplete registrations
Turn on pre-approved data based on the main category or categories so that only certain email addresses can register (IF THIS IS HOW THEY WANT IT SET UP-- which they usually do, but sometimes don't)
Change status to live
Check confirmation email and incomplete registration email to triple check all is filled in and ready
Double check the time zone is correct
Check invoice to make sure the cancellation policy has been updated
Email Event Support, Event Coordinator, Flight Coordinator, Sales Exec, Johanna, Michelle, and Courtney to let us know the website is live and basically say "if the EC hasn't conducted a pre-launch meeting, it needs to happen ASAP."
Update the Master List document, column Status, with "Live"

Creating an anchor link

First, you'll have to create the anchor point. The anchor point is the place where the user end up after clicking a link. For this page, the anchor point is the header of this section called Creating an anchor link. Highlight the header text and click the Flag button to create an anchor. Name the anchor one word descriptive of the sectin. This anchor was called "anchor".

Second, you need to create the link they click to get to the anchor. For this example, the link is at the top under Quick Links. You'll highlight the link text, click the link button to add a hyperlink, choose Link to anchor under the Link Type drop down, and choose the correct anchor.

Done!

Code used on marketing and registration websites for optimization

Response capitlization (USE IN REG):

html td.questionInput select:not([class^=picker]) {
text-transform: none !important;
}

Bolding (USE IN REG):

html td.questionLabel {
font-weight: bold;
}

Agenda i icon removal (USE IN MARKETING):

span.glyphicon.glyphicon-info-sign {
display: none;
}

Agenda spacing (USE IN MARKETING): .etouches-bootstrap .col-lg-11 {
width: 75%;
}
.etouches-bootstrap .col-lg-1 {
width: 25%;
}

Creating a survey

Building the survey

Surveys
View all surveys
Clone over from existing survey then edit
Change text to match
Use survey header file (attached) to add the correct logo
Update colors
Under settings, link to event
Send to test
Once approved by EC, move to live

Reporting for surveys

Pre-created reporting
- Put a time in your calendar 1 week from when you send the survey out to come back and pull this report to send to the EC
Custom reporting
- Put a time in your calendar 1 week from when you send the survey out to come back and pull this report to send to the EC

Sending the survey to attendees

Copy/paste the custom URL to survey into the pre-created Attendee Feedback Survey email. Hyperlink it in.
Adjust survey to have correct logo
Send yourself a test and then if all works for you, send to EC to proof
Once the survey is approved, make sure you make it Live before moving on to the next step
Once its ready to send, schedule the email
- Make sure to schedule it 15 minutes ahead if you’re wanting to send right away. This will give you wiggle room in case you need to make edits.
- Select the correct categories to send to—Main guest only or everyone?
- Send to the correct registration status—Confirmed and Attended

Pricing estimates for onsite materials

Pricing below does not include shipping and tax.
(+) If an order requires setting up artwork or importing names onto things, there is an extra fee to do so. Usually $75 variable setup fee and $35 art setup fee.

ITEM	PRICE	VENDOR
Plastic name badge	$2.60 per (+)	IC Group / Jody Tait
Blank lanyard	$2.50 per (+)	IC Group / Jody Tait (can also source through Amazon-- but no cost estimate for that)
Magnetic small name badge	$5.25 per	JKenny (local)
Lollipop sticker	$30 per	IC Group / Jody Tait (price goes down to $15 per with quantities over 4)
Luggage tags	$2.50 per	IC Group / Jody Tait
Hospitality desk sign	$15-$20	11x17 in / Fedex local pickup
Hospitality desk sign	$8-$12	8.5x11 in / Fedex local pickup
Mobile app sign	$8-$12	8.5x11 in / Fedex local pickup
Blank airport sign base	$14.50	IC Group / Jody Tait

How to submit an order for onsite materials

IC Group orders:

Merge file
- If they want something double-sided or want two of one item, the merge file needs to show this information duplicated. IE, two rows for Courtney Nealis.
Print files
- One must show the cut lines and one must show no cut lines.
- Save as PDF
Number of blanks needed
In-hand date
Any specifics like font size, font type, etc.

FedEx orders:

Size of item
PDF files named specific to client and type of item (ie MMI Fam Hospitality Desk Sign)

JKenny order:

Name exactly as it should be shown on badge (First n=Name only or First Name and Last Name)
Logo
Color of badge (silver/gold/etc)

Onsite check in setup

There are three steps to creating onsite check in-- Setting up the link/password/, creating a View to show check-in data, and then sending a specific email with important details.

Setting up the link:

Go into Registration
Registration Settings
Reports & Functions
Under Onsite Functions, click Mobile Attendee Check-In Settings
Turn on the direct link
- Set password to something simple to type like "mexico25"
Under visible fields always check:
- First Name
- Last Name
You can show a total of 4 fields, so if they want to show more data choose:
- Skype/IM/Twitter ID
- Fax
  - In our template, these show at the very bottom of the attendee info question list. They are titled "ONSITE CHECK IN / Fax" and "ONSITE CHECK IN / Skype/IM/Twitter ID
  - You'll do a mass upload into these fields to add any other info the EC wants to show at check in-- such as shirt size, category, etc

Creating a View / Mass uploading:

Create a new View named "ONSITE CHECK IN - Fields"
Make the view viable to all
Make the view suitable for mass upload (you may have to have this temporarily turned off if you're trying to add fields that arent able to mass uploaded to such as Category)
Add fields:
- Conf #
- ONSITE CHECK IN / Fax
- ONSITE CHECK IN / Skype/IM/Twitter ID
- Field you want to use to mass upload into Fax
- Field you want to use to mass upload into Skype
Export data / add data from question fields into onsite check in fields to match (example below)

Emailing details to the EC:

Now that onsite check in is setup, send the following email to the EC and copy the Sales Executive.

Here is your onsite check-in info!

Link: xxx
Password: xxx

Please note: By using this feature to check people in, you are changing their status from Confirmed to Attended. Therefore, you need to make sure to capture the status “attended” in any reports you pull or emails you send out to ensure everyone receives what they need.

(include screenshot of onsite check-in here so they can see how the data is pulling - example below of screenshot to show)

Importing registrations (highly sensitive)

Disclaimer: This process should be extremely rare and should only be done with a lot of care. Ideally, only Courtney should do it. This involves importing registrations, and therefore if you get it wrong we are charged nearly $10 per registration that is incorrect. Not only that, reporting will be messy because you'll have to cancel people.

Step 0.5 - Turn off automated emails

Go into the settings of the Confirmation email and the Incomplete email and TURN THEM OFF. We dont want people to receive these when we are doing uploads. IF they receive a confirmation email, it'll be a few steps forward after everyone is imported and grouped together.

Step 1- Do a test import

Make sure the event is in test mode.
Click registrations
Click Reports & Functions
Under Registration Functions, click Import Registrations
Click the link to download the template for import
Add the data from the spreadsheet you were given into the Import Template. Make sure to keep the same column headers and paste data without formatting so it doesnt get messed up during the upload.
- A spreadsheet will need to be uploaded PER CATEGORY TYPE
  - This means that main guests and their complimentary guests are uploaded separately and then need to be manually grouped up later
- Spreadsheet must include email address at the very least
- There are A LOT of reasons you'll get errors when trying to upload the file, but the main problem is that your upload field doesnt match the question you're importing into. For instance, if its not a "single line of text", you need to import exactly to match what you have as options for responses.
- You only give hotel requests to the MAIN guest, not the comp or any additional guests.
- Make sure the event password field is showing and that you're filling that in for each person
Update the import registration questions:
- Registration status: Confirmed
- Attendee Category: Select the correct one based on the spreadsheet you are uploading
- Language: Select language
- Hotel Selection: Choose hotel (only select this for the main guest, otherwise leave hotel/lodging section blank)
- Lodging Status: Confirmed (only select this for the main guest, otherwise leave hotel/lodging section blank)
- Travel Selection: Choose the correct one - if you have a variety of travel selections you need to upload, those will need to be individual spreadsheets per instance
- Travel Status: Confirmed
Upload file

Step 2- For real registration upload

If you feel like your test registrations went well, it is now time to do it for real. You'll need to go into the settings and clear out all tests and incomplete registrations. Do another double check that emails are turned off. Then when everything is ready, make your event live.

Upload the file(s):

Click registrations
Click Reports & Functions
Under Registration Functions, click Import Registrations
Click the link to download the template for import
Add the data from the spreadsheet you were given into the Import Template. Make sure to keep the same column headers and paste data without formatting so it doesnt get messed up during the upload.
- A spreadsheet will need to be uploaded PER CATEGORY TYPE
  - This means that main guests and their complimentary guests are uploaded separately and then need to be manually grouped up later
- Spreadsheet must include email address at the very least
- There are A LOT of reasons you'll get errors when trying to upload the file, but the main problem is that your upload field doesnt match the question you're importing into. For instance, if its not a "single line of text", you need to import exactly to match what you have as options for responses.
- You only give hotel requests to the MAIN guest, not the comp or any additional guests.
Update the import registration questions:
- Registration status: Confirmed
- Attendee Category: Select the correct one based on the spreadsheet you are uploading
- Language: Select language
- Hotel Selection: Choose hotel (only select this for the main guest, otherwise leave hotel/lodging section blank)
- Lodging Status: Confirmed (only select this for the main guest, otherwise leave hotel/lodging section blank)
- Travel Selection: Choose the correct one - if you have a variety of travel selections you need to upload, those will need to be individual spreadsheets per instance
- Travel Status: Confirmed
Upload file
Repeat steps for each category type file. You may need to do even more if you have other varieties of instances such as different travel selections.

Step 3- Start fixing up all the registration data that has been imported

This is labor intensive. There are a few goals we need to accomplish: pairing up main people with their complimentary guests, double check hotel reporting is showing correctly, and double check travel selections are correct.

Grouping people up:

Pull up your spreadsheet on one of your screens and then have the Registrant View show on your other screen
You'll need to click into the first guest you are going to pair up (main guest)
Click "Add to Group"
Search for the name of the guest you're adding to group
Click Add to Group
Click the "Primary" button under the Make Primary Attendee, if the main guest is not showing that they are the primary
Do this for every guest pairing. Add additional guests (kids) if necessary, as well.

Checking the data:

Run a hotel report (do things look normal?)
- Hotel check in and check out dates can sometimes import weird or wrong. You'll want to make sure the dates came over correctly. If they didnt, you may need to do some fixes by:
  - Click Registrant List
  - Select everyone you want to fix
  - Click "with checked records"
  - Edit hotel bookings (doing it this way is applying the same info to each guest you've check marked to update)
  - Update room type (if needed)
  - Update check in / check out
  - Bed preference (if needed)
  - Save and Exit
Run a travel report (do things look normal?)
- Click Registrant List
- Select everyone you want to fix
- Click "with checked records"
- Edit travel bookings (doing it this way is applying the same info to each guest you've check marked to update)
  - Update dates if they got messed up when importing

Step 4 - EC double check / turning emails back on

You should now be to a point where the data is in, everyone is paired up, and reports are pulling as they should. By all appearances, it'd look like a normal registration occured!

Get EC sign off that all looks ok
- Have them pull a few reports and views to see if they have what they need where they need it
Turn emails back on
- Now that people are in and situated, you can turn emails back on to act like they normally would
- Ask the EC if they'd like to send a confirmation email to everyone in the system
  - In my experience, the answer is always NO. If we are doing this process, its usually because they registered elsewhere and have already received confirmation emails. Getting another from us would be confusing.

FREQUENTLY USED WEBSITES

TIMELINE

QUICK LINKS

The Translation Process: