Assignment to Event Specialist

Immediately following your contact with WVTT Meeting Services your organization is assigned to one of our Event Specialists. From this point forward he or she will be your primary point of contact as well as the lead specialist on your event. This specialist will coordinate the building and distribution of your event registration web page. He will attend meetings with your organization and liaise registernowbetween you and any additional technical support that becomes necessary for your event. His purpose is to provide as much or as little assistance as you need to have a successful event

Design and Operation of Internet Registration Page(s)

Your Specialist will design an internet web-page containing all the information your organization requires to have in order to register for your event. This usually includes names and contact information as well as membership identification or affiliation with your organization, data capture on agenda attendance, sale of event merchandise, acknowledgment of notices and event rules and payment of registration costs. Your Specialist can build in any graphics, pictures or text that you provide. Once the registration page is live, your Specialist will monitor the registrations and assist the attendees in making any necessary changes to their registration. If any technical problems arise, your Specialist will make every possible effort to correct or repair the issue in as timely a manner as possible.

Fully-Customizable Online Forms to Integrate Our System with Your Company

Often times your organization has its own web-page, and many times that page has information about the event you are planning. Your Specialist will provide you with the information you need to either embed the registration site into your web-page or set up a direct link to WVTT Meeting Services’ server. Also, in cases where there are specific forms that the registrant has to fill out before they can be approved to attend your event or that you wish them to review before completing their registration, your Specialist can place links to those forms in the web-page he builds.

Response Management with Unlimited Reporting

There is a great deal of data to follow when preparing for an event. Your Specialist can create unlimited reports from the information gathered on the registration site. From simple attendee head counts to place of origin to intricate information comparison your Specialist can devise the report you need to facilitate your event planning. Each report can be sent on a one time basis or a link to a live, constantly updating report can be sent to whoever requires it. If a link is sent, it can be formatted in a number of programs.

Automated Confirmation E-mails and Reminder E-mails Help Increase Attendance

When registration happens long in advance of the event itself it is easy to forget that you have registered or what information you provided when you registered. Your Specialist can build customized, automated e-mail letters to your registrants. E-mails can be set up to be sent upon successful completion of registration that detail the data the registrant provided along with any other information you would like them to receive upon registration. Your Specialist can also send out timed reminder letters to all registrants, again detailing their data and any additional information requested by you such as cancellation policies. There is no limit to the number and type of letters that can be sent. Also if your registrant does not have an e-mail address, your Specialist can send these letters via the US Postal Service.

Automated Wait-Listing and Early-Bird Pricing that Better Serves Delegates by Allowing Them to Self-Serve

Sometimes as a courtesy to your attendees you may wish to offer early registrants a discounted fee. Other times you have a space limit on an event detail. Your Specialist can build “early-bird” pricing into the registration page that automatically adjusts on the date you wish it to change. This way there is no worry of someone forgetting to change the price. Waiting lists can also be built into the program. If an activity has a limited space availability it can be built into the program and once that limit is reached a wait list can be generated so that additional attendees can signify their interest in attending the activity. If space then becomes available for that activity, those on the waiting list will be added on a first-come-first-served basis.

Name Badges and Mailing Label Generator

“Hello My Name Is” stickers can be difficult to keep up with and tend to be disliked by everyone dealing with them. Your Specialist can use the data captured from your registrants to create individualized, professional looking name badges. The badges can list various pieces of information such as full names, informal first names, affiliations, places of origin, professional status and the like. It is also possible to print your organization’s logo or a sponsor’s logo on the badge or on a lanyard designed to hold the badge. Your Specialist can use the same data to print mailing labels so that your organization can send event specific mailings to the attendees.

Live Phone Support for All Services During Business Hours

At times registrants get confused about how to fill out the registration page or need assistance correcting a mistake they made when they registered. Your Specialist, as well as the entire WVTT Meeting Services staff, is on hand between the hours of 8:30 AM and 6:00 PM, EST Monday – Friday to take calls and assist in whatever way necessary. Limited staff is available on Saturdays between the hours of 10:00 AM and 2:00 PM, EST. A message can be left during non-business hours which will be retuned on the following business day.

To discuss our complete management services and how easy it can be to organize your meetings call today at 800-225-4386 or email us at This email address is being protected from spambots. You need JavaScript enabled to view it. This email address is being protected from spam-bots

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Contact Information

WVTT - TRAVEL LEADERS
Gables West
5103 Kingston Pike, #112
Knoxville, TN 37919
865-588-7426
423-587-1000
800-225-4386
Fax: 865-588-0186

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