Your Guide to Successful Events How to Set Up Registrations Sporting teams, Club memberships, Online club uniforms, Competition registrations, fundraising events..... Why Manage Registrations Online? For numerous sporting clubs, TryBooking has been the greatest timesaving device created for team managers and treasurers. Finally, there is a professional online solution that is affordable for sporting groups to manage their own registrations. Elegant in it's simplicity, anyone can set up with no training required. And, it's flexible enough to collect any data in a customised format of your design. Now, there's no data entry from manual forms or deciphering ineligible text, no registration forms submitted without payment, lost forms or other politics to manage. To register, applicants simply click on the 'register here' button on your website (or direct email link), complete their registration, pay and print their receipt from the convenience of their home or office computer 24/7. Once the booking window closes, all the club manager needs do is print the relevant team reports and any uniform orders to hand directly to the supplier. “ I couldn't face another year of managing club registrations. I told the committee that I wouldn't be Treasurer again unless there was an easier way to manage the player registrations. A parent at the meeting directed me to TryBooking, ” Kristina Seymour, Treasurer Kew East Basketball Club It's that easy! And most importantly, you own all data which is available at your fingertips to instantly download for any purpose; team matches,competitions, awards nights etc. Online Registrations: • • reduce administration time and costs. Volunteers do not need to handle queries, phone bookings, hand out forms and manage the politics. A registration is only accepted online with payment No data entry or deciphering ineligible text; All registration information is in a form to instantly report or export as CSV format as required • Reduce overall banking fees and time spent with daily deposits • Reduce on site security issues with cash and cheque sales • Instant audit trail and real time reporting on all aspects of the event • You own all customer data which can be instantly exported as required for competitions, weekly matches, including all player details, emergency numbers,medical information and other pertinent details you specified in the data collection process • export data to print trophies, awards and to send communications for social and fundraising events • Cash flow improves – registration revenue is in the bank before registrations close or the event begins. Page 1 Tips to Success - Make the Switch to Online Bookings. If this is your first online ticketing experience, make sure you discuss and promote the change with your school community. This document provides useful suggestions about how to successfully engage your stakeholders and ensure your online transition is easy and comfortable for everyone. Click here to download this free resource. Set Up Your Registrations Online Setup wizards will guide you through this simple process at www.trybooking.com . Please note all registrations are referred to as an 'event' in the TryBooking system. 1. Login to your TryBooking account or create a new account. It’s free and takes just minutes! 2. Create a new event (please note a registration is referred to as an event for this purpose). For an example please visit www.trybooking.com/BIR 3. You will need to nominate a venue location, which could be as simple as your clubs postal address or wording to indicate the type of registration you are collating ie Winter Registrations ABC Club. 4. Set the Date that you want your registrations to close on and then set the date you wish for registrations to open.Once your event is created, you can replace this date from say 30 th June to Winter Registrations (see your event session times and options) NOTE: No one can register until the ON SALE DATE is reached. Until this time only you (the account holder) can view and change your registration details. 5. Set the ticket PRICE for your registration. If you wish to collect payment for additional activities or merchandise (such as uniform items and size) you can also define these now or later. 6. You will now set any limits on the number of regstrations you can take by selecting Space and the number of places. If you Page 2 have unlimited capacity, make your limit high. 7. If you feel your event will over subscribe, say yes to a waitlist and add some keywords and click 'finish' and the basics are in place. 8. Many registrations require additional data on who will be attending. This can now be added now the basics of your event is created (see customising your Registration). Questions can be asked either once booking or once for each registrant. 9. During setup you will receive a unique booking URL . This link brings people directly to registration pages. Publish this URL on your website and encourage families to book early using a large REGISTER HERE button. Promote this link in your newsletters and advertising material. 10. For example: visit www.trybooking.com/BIR or www.trybooking.com/KP (make sure you publish your complete URL address, which includes a unique event code after the trybooking.com) 11. Once you are happy with your booking pages, don’t forget to click on “To make a Booking” in your dashboard and run through a test booking to see if it goes as you expected. Exit just before you enter the shopping cart 12. Don't forget, you can go back later and add additional dates , images and collect additional data and much more... It’s Easy for people to Register Online • • • People can register directly from your website or from any web browser using your unique URL Your customised registration form will become part of the registration process and registrants must enter all specified data and clearly read all terms and conditions to complete the registration process Once registration is completed and the credit card payment is processed (if required) through our secure service (Verisign) a booking ticket and confirmation receipt will be automatically sent to their email address for instant printing Page 3 TIP: Once you are happy with your booking pages, don’ t forget to click on “To make a Booking” in your dashboard and run through a test booking to see if it goes as you expected. Exit just before you enter the shopping cart. • You can watch how your registrations are proceeding with the TryBooking Reports and once registration closes, export any data for further analysis or to build your member database Customise Your Registration Form Now you can go back to your Dashboard, and customise your registration form and enter all data collection fields so it replicates all the data questions you have on your hard copy forms. • Data Collection: Add all data fields you wish to collect; registrants name, team specifics etc. Make sure you enter the data collection in the logical format you want data collected. Tip: If you have a defined list of options (ie. team name, interests, age brackets) think of using a list of values that people then choose from. This keeps your data neat and clean. Tip: scope your questions carefully, adding them in order of how you wish people to see them and fill them out. Think through too if your question is a mandatory or optional data field. • Headers – adding headers (extra text) can provide clarity to explain data groups being collected such as Personal details, Medical Information, Sporting Teams, Player History etc. • Event Registration Homepage : make this page match your promotional material. Add graphics and your logo and make sure your Event Homepage has all the details people need to register for your event. • Personalise you confirmation receipt to include your ABN or make it a Tax Invoice. • Terms and Conditions – make sure you include any pertinent information related to your event including, medical treatment, refunds etc • There is a full suite of management tools to help you track your registrations. The Instant Revenue Report provides real-time sales figures and the export data function is invaluable through out the season for competitions etc • Personalised automatic Email: send a customised email automatically with every registration which thanks them for their registration and give times of first trial outs/ match details etc. Page 4 Tips, Ideas and Inspiration… Awards Nights and Trophies: With every individuals registration details all information for engraving trophies etc can be exported and handed to the relevant person for engraving or producing certificates for awards etc. Social Club Events: You have all parent and participant details at hand. Instant print name tags and guest lists to make sure everybody knows everybody at social functions. Export contact details to send a reminder email or letter to everyone. Club social functions: Consider using TryBooking again to ask everybody whether they will attend an event and if there is payment to collect, this can all be done with Trybooking. Just set up an event! Consider including the purchase of sporting uniforms with your registration. You can do this with drop down boxes to identify the item and size required – and you can collect payment for these too! Once registrations are complete, all you need to do is print out the uniform quantities required to order by size. It's that easy! Terms and Conditions: Make sure you complete these and include any player conduct agreements, club rules etc as this section must pro-actively be 'ticked' for a registration to take place! These will also be printed out with the registration confirmation. A Greater sense of security and safety for players and/or registrants can be easily achieved by collecting all registrations online. In case of emergency, personal player details, including medical information can be instantly accessed at any competition or match from any web browser or you can print out player information and hand to the team captain prior to every event. Easy ways to encourage online ticket sales: • Put a large REGISTER HERE button on the landing page of your school website. • Advertise the change on the front page of your newsletter and inform everyone that they can now register online. • To save administration time , many sporting clubs or fun run/marathons etc charge an additional handling fee of 2.00 to cover administration costs. This fee encourages people to register online. • Need to speed up Registrations? Send a reminder email with a BOOK NOW URL link that directs people straight to your registration pages • Keep your online booking period open as long as possible to avoid last minute manual applications. Consider a late fee to encourage early registrations Page 5 FAQ’s 1. Can Attendees still register by mail or pay at the office with cash? Yes. To ensure an accurate financial reconciliation your office staff should continue to put these registrations through TryBooking (use the Quick Sale function). They can instant print receipts or email receipts instantly to the specified address. We recommend an additional handling fee for registrations made through the office to encourage online sales. Tip! To quickly make a registration online in the office add a bookmark “To make a booking” on your office computer. Click link then enter details. You can enter all cash sales into TryBooking individually or each day as one transaction (to save data entry). 2. Do I need to plan for additional resources? No. In fact, once your registrations are set up attendees book 24/7 by themselves and there is and no need for the office to spend time managing cash and account reconciliation. You will even find your enquiries are significantly reduced if all pertinent information is on your Event Registration Page and your registration form is clearly set out. 3. What if I need help? TryBooking is designed so you can set up and manage your own ticketing. We encourage you to “have a go” – setup wizards will assist you and there are helpful FAQs on our website. But if you get stuck or wonder if you are doing something right, get in touch with us. Our friendly customer support team is always happy to assist you! Page 6 Ready to start? Visit www.trybooking.com or give us a call.
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