Overview
Registration and housing management covers everything from when the registration portal opens through the event check-in. This includes managing the re:Members registration system, housing room block, and attendee communications.
Responsibilities
- Meeting Staff: Registration setup and monitoring, housing block management, attendee inquiries, group registrations
- IT: Registration system testing, badge printing setup, payment processing verification
- External Vendors: Housing bureau, badge/credential vendor, registration software support
Step-by-Step Process
- Open registration in re:Members at the designated date and time
- Monitor early registration numbers and adjust pricing tier dates if needed
- Manage the housing room block with the hotel — track pick-up against attrition requirements
- Process group registrations (companies registering multiple attendees)
- Handle substitution requests (swapping one registrant for another, often $0 fee)
- Process cancellations per the cancellation policy — refunds only handled by Meeting Staff
- Send registration confirmation emails (automated via re:Members + custom template)
- Pull weekly registration reports and share with leadership
- Manage scholarship and complimentary registrations
- Coordinate badge/credential production with vendor (~6 weeks before event)
- Prepare the on-site registration packet materials
- Conduct final registration reconciliation 48–72 hours before event opens
Common Issues & Resolutions
| Issue | Resolution |
|---|---|
| Attendee registered at wrong price tier | Review date of registration; contact Accounting for corrections |
| Group registration confusion | Walk company contact through re:Members group reg flow |
| Housing cut-off passed | Contact housing bureau — late adds may be possible at higher rate |
| Discount code not working | Check start/end dates, usage limit, and that the correct tier is active |
Tools & Systems
- re:Members (Impexium): Primary registration platform — pricing, codes, confirmation emails
- Housing Bureau Portal: Room block pickup, rooming lists, VIP reservations
- SharePoint: Registration reports, rooming lists, scholarship tracker
Key Contacts
| Role | Name | Contact |
|---|---|---|
| Meeting Registrar | ||
| Housing Bureau Rep | ||
| Accounts Receivable | ar@alta.org |
Related Pages
- Meeting Process Lifecycle
- Meeting Lifecycle: Planning & Pre-Production
- Meeting Lifecycle: Onsite Execution
This page is part of the Meeting Process Lifecycle documentation. Content needs review from Meetings team — use "Draft with DASH A.I." to expand.