Description

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​This job is important because

Timeline

Before

October:

December: 

​Three weeks before: 
  • Send out reminder email to entire gmail contact list regarding closing date.

 Two weeks before: 
  • close online registration - then do the following:
  • remind webmaster to update site and close registration form
  • Edit and compile names and current city/country of residence spreadsheet for printing (ensure all keynote speakers and presenters are on the list)
  • Send spreadsheet with food orders to Food Chair
  • Compile a list of countries represented for the Photography Chair
  • Compile Temple attendance per session to be sent to Hong Kong Temple
  • Compile and send numbers of registrants from each country (separate Hong Kong and greater China) to Chair and Co-chairs just before conference

During

Thursday:
  • by 5 pm have set up registration table with programs, name tags, lunch stickers, lanyards, fee collection.
  • Have 3-4  people at registration/welcome
  • man tables until 6:50 pm (before opening session), and from 9-9:15 pm (after opening session)

Friday:
  • arrive at 8:30 am and set up registration table on 1F before morning devotional

After

Resources

Historical Information

Conference Year
Registration at "Reminder of Closing" Email
Registration  on Close Date
Total Online Registration
No Show
Walk-ins
Total Conference Attendance
Missionaries and Waived fees
2016
​2015
2014
2013
2012
2011
2010
2009
2008
----
​169
145
142
---
​215
191
​189
241
​231
212
201
190
130
141
20
37
11
14
33
​20
16
7
254
​214
217
194
169
112
95
110
101

​N/A
16
12
12
LAYNARDS

2010 - Ordered by Carrie Chiles in Taiwan - 300 pc. @ 15 NT ea
2014 - Purchased plain green wide ribbon ones - 100 pc (see pic)
2015 - Re-ordered original style by Carrie Chiles in Taiwan - 

2017 Registration Summary (Suzanne Calton)

ASIA Women’s Conference Registration Process
Compiled by Suzanne Calton, Shanghai China 
March 2017
A)  PHASE 1: REGISTRATION OPENS, COLLECT REGISTRANTS:
1. Mailchimp campaigns (prior to conference):
  • Registration is open
  • Presenter info 
  • Registration is closes in two weeks
  • Registration closes in 3 days
2. WHILE REGISTRATION IS STILL OPEN:
  • Maintain the mailchimp database by deleting cancellations
  • Follow up with Hong Kong branches for domestic helpers list 
  • Get names of visiting authorities needing name tags.  List first name as “Sister” or “Elder”
  • Make sure we have pink flowers for all female presenters (daisies), committee members get white flowers (daisies), Boutonnieres for male presenters/general authorities
  • Keep current with notes from committee conference calls


B)  PHASE 2: REGISRATION CLOSES, ORGANIZE REGISTRANTS:
1. Downlaod mailchimp registration master sheet
2. Make sure all domestic helpers, visiting authorities and last minute registrants are added.  
  • Many can only be added after the document is downloaded as we don’t have enough required info on them (email, phone etc) to register via mailchimp.
3. Clean up the excel sheet by removing CAPS, checking spelling of countries etc.
  • The easiest way to do this is to first alpha order the name column, check for caps or strange punctuation (some have typed characters for their name, and mail chimp won’t properly read them)
  • Then alpha order each column one by one to catch any inconsistencies (ie Hong Kong could be: HONG KONG, HongKong, hong kong, HK…. Make them all Hong Kong).
  • Countries: many sisters have mistyped their country.  For example some type Hong Kong, China, or mark their street residence instead of their city.  Kuala Lumpur often needs corrections.  Ask a sister from KL to review your document before sending to print name tags.
4. Create tabs for committees with customized variations of the excel sheet (see details below, in bold under ‘D) PREPARE COMMITTEE EXCEL SHEETS’).  


C)  PHASE 3: PREPARE & EDIT MASTER EXCEL FILE:
  1. Before printing, email the 1st draft of the master excel file to the committee edit and approve.  
  2. Prepare printed copies X2 per committee of their customized list (print right before flying to HK to make sure we get all the last minute people- can also reprint at business centers at the hotel).  TWO copies-- One for corresponding committee members to take home and one for you to keep on you in case there’s an accident or its lost. 


D) PHASE 4: PREPARE COMMITTEE EXCEL SHEETS:
1. FINANCE COMMITTEE EXCEL SHEET:
  • Alpha order by attendee last name (they only need name (first/last) and country, all other columns on this committee’s tab can be delted).
2016 Registration Summary (Dori Shaner) 
Registered Online: 241
No Shows: 20  (8%)
Walk-in's: 33
Total attending: 254

Table one
1. Pay registration fee and get piece of candy (many sisters asked for chocolate ☺)
  1. Registration list by last name
  2. Sisters to be paid by HK District were highlighted on the spreadsheet.
  3. Sisters who did not have to pay were highlighted in different color.
  4. An additional column was added to the registration check-in list for notes, such as if the sister was a missionary.
  5. We had a blank form asking for name, email address, city and country for walk-ins.
  • RECOMMENDATION FOR NEXT YEAR: Have at least 30 lines on the walk-in sheets.

2. Pick up program and put name on it.


Table two: 
  1. Pick up name-tag and get lunch sticker put on back


RECOMMENDATION FOR NEXT YEAR:
    1. Lunch stickers:
      1. Put all lunch stickers on nametags ahead of time. Then we can take the stickers off of those that don’t show up. It took a lot of time to look up the lunches and put the stickers on as people were checking in.
      2. Keep a tally of all walk-in’s that have been given a lunch sticker at the registration table so we know exactly how many additional lunches we might need to order Thursday night.
      3. Ebenezer’s was fine with adding lunches Thursday night.


Table three (small wooden table):
  1. Pick up lanyard
  • WE NEED TO BUY AT LEAST 50 MORE PLASTIC HOLDERS FOR NAME TAGS FOR NEXT YEAR.

Recommended changes for next year:
On main banner in lobby list 2 registration places:
  • Thursday 5-7pm 4th floor
  • Friday 8:30-8:55am 1st floor


Table sign for 4th floor Friday morning:  Registration on 1st Floor
Table sign: Please go to class. We will be back at _________. (Maybe a small white board on an easel?)

2015 Registration Summary and Notes (Dori Shaner) 
Registered Online: 231
No Shows: 37  (16%)
Walk-in's: 20
Total attending: 214 

Registration was set-up on 4th floor in Lobby outside the chapel:
Table one:
  1. Pay registration fee and get piece of chocolate
    1. Registration list by last name
    2. Sisters to be paid by HK District were highlighted on the spreadsheet which was very helpful. We had 14 sisters register and 8 attended and were paid for by the HK District.
    3. For next year it would be nice to have a blank sheet attached to registration sheet to write the information (including email addresses and countries) of the walk-in’s. It flowed best when we had four people helping with registration, but three could also manage.
    4. Would it be possible to have a space on the online registration form to check if the sister is a missionary and therefore would not be paying?
  2. Get lunch card
    1. Had a spreadsheet with the lunch orders by last name
    2. It was extremely helpful to have the cards printed with the lunch items. We knew exactly how many extra lunches we had at all times. Many sisters could not remember what they had ordered and were thrilled to have the card to remind them. We should definitely do this again next year. 
  3. Pick up program and put name in it
Table two:
  1. Pick up name tag (names were spread out alphabetically)
Table three (small):
  1. Pick up lanyard
On the second day we had one table outside the first floor chapel so sisters could register before the opening session.
Ideas for next year:
  • Stragglers on Friday: Would it be a good idea to let the sisters know ahead of time that we will have registration from 8:30-8:55 am on Friday morning for those who do not arrive on Thursday? We had sisters arriving late on Friday and we stayed at the registration table for about 20 minutes into the first session. After lunch we just left the name tags and books on the table. 
A.S.I.A. Women's Conference is not an official event sponsored by The Church of Jesus Christ of Latter-day Saints. 
The conference is approved by the Asia Area Presidency.
Committee