BIM used their Eventznet event site in conjunction with their other marketing efforts to register all delegates, speakers and staff. The website address was published on their printed marketing material and a link was provided from their website. In addition, a targetted, opt-in list of contact details was imported into the system to send personalised invitations to register.
The event site consisted of a welcome page, a page with the conference programme information, speaker information and travel assistance along with registration and contact information. The programme and speaker information were updated on an ongoing basis as the plans for the conference progressed.
The payment process for Farming the Deep Blue was relatively simple. There was only one standard cost for attending the conference, with an additional fee for attending a post-conference field trip and a special fee for partners attending a social programme. BIM and their co-organisers in Canada also offered a number of discounts, based on early registration, group booking and special affiliations. Invoices were automically calculated by the Eventznet system, and displayed to the delegate at the point they registered.
Dee Moore the Farming the Deep Blue conference organiser was delighted with how easy it was to use Eventznet, and felt that the system was a real life saver for BIM. "The feedback from the delegates at the conference was that the event site was simple to navigate and easy to register" says Dee. "Eventznet saved us the cost of dedicating two people full time to delegate registration - we certainly got value for money from the system".
Using Eventznet, BIM could check each day how the registration was progressing by simply logging in to the system. When delegates had queries or needed to change any aspect of their booking, this was easily achieved in simple steps. As soon as payment was received from a delegate, the BIM team could log in and click a button to automatically issue an invoice as receipt of payment which was e-mailed to the delegate by the system. This saved a huge amount of time and did exactly what BIM had been looking for.
Dee Moore summed it up in these words: "Eventznet automated the tedious, time consuming processes that we knew could be alleviated with an online booking system. It looked extremely professional to our delegates, was simple to use, and allowed us to share updated information with our partners in Canada. We will definitely use Eventznet again for future events."
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