THE G5 REGISTRATION SYSTEM
BASIC INFORMATION ABOUT THE SYSTEM
Taking advantage of our extensive experience we have developed our own conference registration system G5, which we designed specifically to meet our needs. The G5 system maintains data on the programme for each congress delegate and each accompanying person as well as a comprehensive record of all communication with delegates.
We know from our extensive experience that we need to be highly flexible in managing the way that registration forms are submitted. Every congress is different. That´s why we provide each congress with its own interactive web registration form which forms part of the official congress website.
Using this website, potential delegates can access basic congress information as well as detailed information on accommodation events and activities for accompanying persons. The G5 system makes congress registration easy. At the same time delegates can reserve hotel rooms and pay fees.
There is automated checking of data as it is input by the delegate, after which the data is automatically transferred into the G5 system and processed further by operators. Shortly thereafter participants receive a confirmation of registration, which contains detailed information about their registration, payment details, hotel address and contact information for the staff member in charge of their registration.
During the congress planning phase, operators can use the G5 system to check current hotel vacancies, the number of participants registered for particular congress activities and print other reports and summaries related to the congress. The system also prepares reports and summaries for hotels and for staff coordinating particular events, e.g. transfers or social events.
In addition, the system enables us to keep a record of which participants were present at events, print badges, deal with participants´ financial liabilities and other useful services. Personnel have on-line access to the database. This enables flexible data maintenance and report preparation. At the end of the congress the system prepares invoices and other relevant financial overviews. All changes made in the system are automatically recorded along with the name of the operator who made the change.
Because the system is an on-line application, members of the Organizing Committee can access the majority of outputs directly from their own PC, using their login and password.
The system is based on open standards (XML, web services, DHTML, SSL, X.509) and modern Microsoft technologies (ASP.NET, MSSQL, OS Office). A Thawte certificate protects the security of internet communications and data integrity is assured by on-line replication to a back-up server and several daily data back-ups. The server on which the system is held is supervised 24 hours a day and technical staff are immediately notified in the event of any problem.
Low administration costs and the ability for an unlimited number of users to access the system from different places using a variety of different platforms are key advantages.The system also provides a high user comfort and easy application control.
THE G5 REGISTRATION SYSTEM ALLOWS US TO:
1. Register delegates on-line or from registration forms sent by post, fax or e-mail. This includes automatic generation of a registration confirmation.
2. Manage hotel reservations, including special requirements (non-smoking rooms, disabled access, etc.) and monitor hotel vacancies.
3. Access a complete record of all payments, both received and outstanding.
4. Complete all invoicing and balance the event´s books.
5. A communicate directly by email with delegates.
6. Maintain accurate information on participants´ airport transfers.
7. Record of registrations for accompanying person social events and trips.
8. Produce a wide range of printed documents and reports (confirmation of registration or reservation, name lists, graphs, etc.)
9. Conduct statistical analysis of congress data.
10. Prepare and print badges.