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:
•
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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.
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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
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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
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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.
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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
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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!
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Ready to start?
Visit www.trybooking.com or
give us a call.