All events should have some kind of information or entry package that provides data to its potential participants. Whether it's found on the event's web site or available in hard copy, it is an integral component of the success of the event. Use some of these guidelines in the preparation of registration packages that are needed for a wide range of planned events.
- Cover Page - A colour flyer of the event or something as simple as a page showing the event name and dates.
- Index - This is optional.
- Overview Page - A brief summary of everything that is going to be happening is beneficial to the participants. Welcoming comments, highlights, changes from previous years and any items of importance can be included here without being wordy.
- Event Date and Venue Address - Include on several pages of the package.
- Times - Essential. When more than one class or sub event is being held, each should be listed with the start time and venue.
- Last Date for Entries or Registrations (a.k.a. Cut Off Date) - State this information very clearly. Participants should have no questions as to when these dates are.
- Fees - For events with one fee, this should not be a hard area to deal with. Events with several classes or sub events need to be very clear what the fee is for each.
- Payments and Policies - A complete list of the types of payment that will be accepted needs to be included. All policies and rules should be outlined to ensure the participant understands fully what is expected of them.
- Payment Summary - Organize this sheet to allow entrants to indicate their registration and purchasing preferences and summarize the total costs they are incurring.
- Registrations Forms - Depending on a single event or one with multiple sub events will determine what information is required. This sheet should include, at bare minimal, the participants name, address, day and evening telephone numbers, E-mail address, check list of form to be returned with registration along with any other information needed from the entrant for the event.
- Waivers - For insurance purposes, waivers are needed, regardless of the size of the event. Involve someone with experience to have these done properly.
- Prizes & Payouts - People that are considering taking part in the event want to know what they will get out of it if they win.
- Available Accommodations - This is a simply a courtesy. Providing a list gives participants options of places to stay.
- Mode of Acceptance - By fax, E-mail, telephone or online system. The package needs to clearly state how the entries will be accepted along with any numbers and E-mail addresses.
- Event Contacts - Include names, telephone numbers and E-mail addresses of the key people and their positions. This information should be easily accessed throughout the package.
Each event has goals and mandates that are different. Entry and registration packages need to be adjusted accordingly by those preparing these documents. To ensure that complete and accurate information is distributed use the fifteen suggested points as a check list.
Ann Edall-Robson has over fifteen years experience as a Show and Entry Secretary. She owns her own business DAKATAMA, consults as an event manager/planner as well as offering seminars on Arena Management Software and How to Become an Excellent Show and Entry Secretary.