Annual Conference
Group Registration Process – 2015
Overview
This document is intended to describe and document the Group Registration process that will be
used for the 2015 Annual Conference. It includes the process, web site content, auto-email
confirmation content, instructions that are provided to the payer and to the event attendees.
Please direct questions and suggestions for improvement to Webmaster and to Dir. of
Registration. Items highlighted in yellow should be reviewed/updated each year.
Internal Process
Roles:
Dir. of Annual Conference
 Recruits the AC Registration PM each year
 Sets pricing and deadlines for regular and group registration
AC Registration PM
 Co-owns the registration process (online and at the event) each year
 Initiates review and implementation of Group Reg process.
 Resolves all registration questions and issues, orders refunds, cancellations, etc.
 Owns the event audit process
Finance Team
 Is initial contact for the Organization requesting Group Registration process
 Processes refunds and cancellations upon request by AC Registration PM
 Contacts Organization if adjustments needed post-audit.
Webmaster
 Sets up email alias [email protected] to go to the correct people
each year (annual_conf@, registration@, vp_finance@, webmaster@).
 Creates AC REGISTRATION form (normal online registration form for this year’s event)
Also, adds Discount codes in this form for each Organization.
 When Group Reg process is final, updates AC Group Reg webpage, makes it live, adds
link to it from the LOGIN page of the AC REGISTRATION form.
 Creates AC GROUP PAYMENT forms (one for each Organization), upon instruction by
VP of Finance.
Organization (aka Group)
 Contact - Reads web site and follows process to request Group Registration
 Payer - Pays for 3-15 Org Attendees with one credit card payment in the AC GROUP
PAYMENT form. Distributes instructions to Attendees so they can register.
 Attendees - register themselves in the AC REGISTRATION form, using a discount code
so they don’t have to pay.
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Group Registration Process – 2015
Pricing and Deadlines for 2015:
Fill this out every year.
Annual Conference normal pricing and deadlines
Event Date 9/25/2015
Period
Super
Earlybird
Earlybird
Regular
Late
Date Range Nonmember
…to 6/12
349
Member
Student
Board
Director
209
99
0
209
6/12 – 7/31
7/31 – 9/20
9/20 – 9/25
249
299
349
99
99
149
0
0
50
249
299
349
349
349
399
Group Registration Pricing and Deadlines
Because there are additional steps and several groups involved the deadlines for this process
are different than those for normal registration published on the web site. This information is to
be included throughout the Group Registration Process published documentation each year.
Group Request Deadline
Group Payment Deadline
Group Registration Deadline
6 days before Group
payment deadline
4 days before Group reg
deadline
3 days before late fee starts
9/7
9/13
9/17
Price is $299 for everyone registering using this method, regardless of membership status and
regardless of time frame. There is no late fee, as there is no registration using this method after
the date listed above.
Process Information:
Normal Process Steps
Steps occur in this order, and in accordance with the deadlines listed above.
1. Organization:
 Reads the Group Registration web page (www.pmi-portland.org/annual-confgroup-registration )
 Sends an email to the alias ([email protected]).
2. Finance Team:
 Communicates with the Organization asap, answers questions, etc.
 If the Organization does not agree to go forward, Finance emails the alias to let
everyone know.
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
3.
4.
5.
6.
If they do agree to go forward, Finance sends the following to webmaster,
immediately:
 Organization Name
 Contact Information (name, phone & email)
 Any other pertinent information
Webmaster:
 Creates a unique Discount Code for this Organization. (eg. acclark2015)
 Turns the code on in the AC REGISTRATION form.
 Creates a new AC GROUP PAYMENT form for this Organization.
 Updates the email reply in the AC GROUP PAYMENT form to include the new
discount code.
 Notifies the Organization Contact that we are ready for payment (cc:
[email protected]). (see Notification email content
below)
Organization (Payer):
 Makes payment in the AC GROUP PAYMENT form. (Payment notification is sent
to [email protected]).
 Receives an automatic confirmation email which contains registration instructions
and unique Discount Code.
 Distributes Discount Code and instructions to approved attendees.
Webmaster:
 Receives payment notification for X number of users.
 Edits the discount code to only work for that number of uses.
 Sends the code and number limit to [email protected] for
audit purposes.
Organization (Attendees):
 Register themselves in the AC REGISTRATION form using the Discount Code by
the AC Group Registration deadline.
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Cancellations and/or Refund Processing
1. Organization Attendee or Contact Person:
 Emails request to AC Registration PM by the deadline.
2. AC Registrar PM
 Makes decision on request (per process deadlines, Group Registration 10%
processing fee, and other Chapter policies)
 Responds to requester.
 Instructs VP of Finance to process the refund/cancellation, including the amount if
any, to be refunded.
3. VP of Finance
 Processes the refund per instruction by AC Registration PM
 Does not process refunds without approval from AC Registration PM
 Track all cancellations for each Organization, for later audit and reconciliation
process (there is a 10% charge to cancel).
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Audit
AC Registration PM is responsible for the audit and reconciliation process. The audit occurs
after the Group Registration Deadline and before the event. The results should be available
at the registration table in the event of additional people trying to attend or swapping at the
door, etc.
1. Be sure that Finance has processed all cancellations before starting.
2. Export (or view) the AC GROUP PAYMENT forms (one for each Organization)
 Determine how many registrations were paid for by each Organization.
3. Determine the Discount Code assigned to each Organization
4. Export the AC REGISTRATION form
 Determine number of actual registrants for each Organization (sort by Discount
Code in the export)
5. Compare the number of people paid for to the number of people actually registered, for
each Organization (we cannot control how many people use a discount code).
6. If these do not match….
 If an Organization registered more than the paid-for number of attendees, send the
list of registrations to Finance, who will request additional payment from the
Organization.
7. Finance will contact the Organization re: adjustments. If no reply is received within 5
days, and there are additional charges, we will charge the credit card on file.
Where’s the data?
1. All Conference attendee information is all captured in the AC REGISTRATION form
2. All Conference payment is captured in several forms:
 AC REGISTRATION form (for normal registrations)
 All of the AC GROUP PAYMENT forms (one for each Organization using the
Group Registration process)
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Information on the web site for Organizations
URL: http://pmi-portland.org/index.php?option=com_content&view=article&id=441:2015-acgroup-registration&catid=27:annual-conference
(Link to this page will appear on the Annual Conference web page with a note about group
registration, click here… It will not appear in Menuing system)
Thank you for your support of the PMI Portland Chapter’s Annual Conference.
In order to ease the process of registering groups of people using one credit card, we have developed
the following 3-step process. If you choose to use this process please note the following:
 There are no early-bird discounts
 Attendees will pay the same price, regardless of Chapter membership.
 Any adjustments must be done manually and will require extra time.
 Deadlines are final, and are different than the published registration deadlines for the event.
1. Get started



Email [email protected] to discuss setting up a Group Registration.
You will be contacted by our representative to answer questions and confirm that you wish to
proceed.
Deadline for requests is September 7, 2015
2. Pay by credit card





An online credit card payment form and unique discount code will be created for your
organization. Our webmaster will notify you via email when these are ready.
The cost for each attendee is $299, regardless of Chapter membership status or date of
registration.
Use the online credit card payment form to make one credit card payment for 3-15 attendees at
one time.
The person who paid by Credit Card will immediately receive a confirmation email with important
registration information to distribute to your attendees.
Deadline for payment is September 13, 2015
3. Each attendee must register themselves to get on the attendee list




Distribute the registration information (including the Discount Code) to your attendees ASAP.
Using the Discount Code will allow them to register at no charge, but they must register
themselves.
Anyone who has not registered will not appear on our attendee list, and will be required to
pay at the door.
If more people register than the number paid for, we will request additional payment.
Deadline for registration is September 17, 2015 at 5:00 p.m.
Adjustments
1. All cancellations are subject to a 10% change fee.
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2. To cancel a person’s registration, send an email to [email protected]. This person will
be removed from the attendee list. It may take up to seven days for cancellation processing.
3. After the cancellation is processed, another person may register using the code, if desired,
subject to the deadlines above. We cannot “swap” registrations.
4. Before the event, an audit will occur to adjust for cancellations, refunds, and/or more registrants
than were paid for. You will be sent an email if additional charges are pending. If you do not
respond within five days, we will charge your card for any balance due.
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Notification email content (sent to Organization
Contact)
(Sent by webmaster at Step 2 above. cc: [email protected] email alias
so the team will be aware of where we are in the process)
Subject: PMI Portland Chapter Annual Conference Group Registration
Dear Contact Name, Organization:
Thank you for your support of the PMI Portland Chapter Annual Conference. Please read this
email carefully and refer to the Group Registration webpage for complete details: http://pmiportland.org/index.php?option=com_content&view=article&id=441:2015-ac-groupregistration&catid=27:annual-conference
Step 2 -- Pay by Credit Card
 You may use this online form to make one credit card payment for 3-15 attendees at one
time. INSERT THEIR ORG FORM URL HERE
 The cost for each attendee is $299 regardless of Chapter membership status or date of
registration.
 Deadline for payment is September 13, 2015
Step 3 -- Each attendee must register themselves to get on attendee list
 The person who pays by Credit Card will receive a confirmation email with complete
registration information and a discount code for your attendees.
 Distribute this registration information (including the Discount Code) to your attendees
ASAP. Using the Discount Code will allow them to register at no charge, but they must
register themselves.
 Anyone who has not registered will not appear on our attendee list, and will be
required to pay at the door.
 Distribute the discount code only to your approved attendees. Prior to the conference
date, you will be asked to pay for any registrations using the discount code that exceed
the number for which you have paid.
 Deadline for registration is September 17, 2015 at 5:00 p.m.
Adjustments
1. All cancellations are subject to a 10% change fee.
2. To cancel a person’s registration, send an email to [email protected]. This
person will be removed from the attendee list. It may take up to seven (7) days for
cancellation processing.
3. After the cancellation is processed, another person may register using the discount code,
if desired, subject to the deadlines above. We cannot “swap” registrations.
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4. Before the event, an audit will occur to adjust for cancellations, refunds, and/or more
registrants than were paid for. You will be sent an email if additional charges are pending.
If you do not respond within five (5) days, we will charge your card for any balance due.
For questions about payment or registration, contact [email protected].
For all other questions, contact the Director of the Annual Conference, [email protected].
Thank you very much for your interest in PMI Portland Chapter! Let me know if you have
questions.
Sincerely,
Jani Hansen
Webmaster, PMI Portland Chapter
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Auto-confirmation email content (sent to person who
paid by credit card)
(This message is sent automatically by system upon credit card payment, at Step 4 above.
Generated by the CC Payment form. Cc: [email protected] email
alias.)
Dear [FIRSTNAME] [LASTNAME]:
Thank you for your payment for your attendees at the PMI Portland Chapter 2015 Annual
Conference. This email is your payment confirmation. It also contains important information that must be
provided to the attendees for whom you have paid.
Annual Conference Registration Information:
IMPORTANT - Attendees must register themselves in order to get on the attendee list, or they will be
required to pay at the door!
Please distribute the following information to your approved attendees. They must register online by
September 17 at 5:00 p.m.
----------------------------------------------------Although your organization has pre-paid for your registration, you must also register yourself and get
on the attendee list in order to be admitted to the Conference. If not, you will be asked to pay at the
door.
To register for the 2015 PMI Portland Annual Conference, go to http://pmiportland.org/index.php?option=com_dtregister&Itemid=99999&eventId=5&controller=event&task=i
ndividualRegister
Log in if you are a PMI Portland Chapter member.
Enter this Discount Code in order to register at no charge: acclark2015
Registration deadline is September 17 at 5:00 p.m.
Contact [email protected] for registration questions or issues.
-----------------------------------------------------------------------------------Group Payment Information:
For questions about your payment, please contact [email protected].
Company Name: [WORK_COMPANY]
Number of attendees: [AC_NUMBER_OF_ATTENDEES]
Your Name: [FIRSTNAME] [LASTNAME]
Your Title: [JOB_TITLE]
Transaction Date: [DATE_REGISTERED]
Transaction: [TRANS_ID]
Confirmation Number: [CONFIRM_NUM]
Payment Method: [PAYMENT_TYPE]
Amount Paid: [AMOUNT_PAID]
Adjustments:
1. All registration cancellations are subject to a 10% change fee.
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2. To cancel a person’s registration, send an email to [email protected]. This
person will be removed from the attendee list. It may take up to seven (7) days for
cancellation processing.
3. After the cancellation is processed, another person may register using the discount code,
if desired, subject to the deadlines above. We cannot “swap” registrations.
4. Before the event, an audit will occur to adjust for cancellations, refunds, and/or more
registrants than were paid for. You will be sent an email if additional charges are
pending. If you do not respond within five (5) days, we will charge your card for any
balance due.
Dir. of Annual Conference
PMI Portland Chapter
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Webmaster Steps
1. In DT Register:
 Create new disc. Code good through 9/17/2015. 100% off
2. 2015 AC Reg form
 Turn on the new discount code.
3. ORG CC Payment form:
 Copy form template and rename
 Add org name to top
 Add discount code to confirm email.
 Make note of URL.
4. Send email to requestor:
 email content
Orga
nizati
on
Clark
Count
y
Public
works
Contact Info
CC form URL
Discount
Code
Tracy Trunk
Office Assistant III
Clark County Public
Works
(360) 397-6118 ext. 4810
"Tracy Trunk"
<[email protected]
>
http://pmiportland.org/index.php?option
=com_dtregister&Itemid=164
&eventId=173&controller=eve
nt&task=individualRegister
acclark2015 6/23/2015
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Group Registration Process – 2015
Revision History
The Portfolio responsible for this procedure is the Professional Development Portfolio, and
the procedure will be revised as needed.
Please use the most recent version of this document, which can be found on the Chapter
web site under Board menul (login required) > Procedures and Forms.
Revision Date
7/15/2013
5/10/2014
6/23/2015
Document1
By
Diane Brady, President, and Janice
Hansen, webmaster
Janice Hansen, webmaster, Stephen
Wilks, Dir of Registration, Titu
Hariharan, AC Registration PM, Ken
Aust, Dir of AC 2014
Janice Hansen, webmaster
13
Portfolio
Multiple
Comments
2013 version
Multiple
2014 version
Operations
2015 version
rev. 6/23/2015