Meeting Process Lifecycle

---

Overview of the Lifecycle

1. Create or Copy the Meeting in re:Members (formerly Impexium)

   • re:Members (formerly Impexium) must have an active (copied or newly created) event for it to appear on the ALTA website’s “Meetings” section.

   • Typically, we copy a prior year’s event (e.g., “ALTA ONE 2024”) to a new event (“ALTA ONE 2025”) and then update the relevant fields. This is done so all pricing tiers, discount codes, etc., carry over.

2. Update Event Details in re:Members (formerly Impexium)

   • Images: When copying, the banner image/logo usually does not carry over. You must upload a fresh one.

   • Event Details: Under Details → General Information, update the meeting name, description, start/end dates, and time zone.

   • Product Suggestions: If you have additional “ticketed” items (e.g., charitable events like “Good Deeds”), add them as Product Suggestions so they appear near checkout.

   • Badge Template: We generally hide the badge preview because it causes confusion and rarely pulls data in a clean format.

   • Email Template: Update the text that appears on the registration receipt. Participants receive two emails: an invoice from re:Members (formerly Impexium) plus this custom email template.

   • Group Registrations: Decide if group registration is allowed; if enabled, the pricing is still per individual but re:Members (formerly Impexium) will allow them to add multiple people in a single transaction.

   • Cancellations: Typically, only staff (Meetings department) are permitted to do cancellations. Attendees must contact us directly to request refunds or transfers.

3. Pricing Setup

   • Pricing Tiers (Active/Inactive)

     • Set up each tier (Early Bird, Regular, Late, Member vs. Non-Member, One-Day Pass, etc.) with start/end date ranges and correct accounting codes.

     • Carefully review the effective dates to ensure only the correct tier is active at each point in time.

     • If an attendee manages to register early (e.g., if the date was set incorrectly), re:Members (formerly Impexium) will default them to the currently active rate.

   • Discount Codes

     • Typically, create new discount codes for each year so usage is easily tracked.

     • Each code needs:

       • A name (e.g., “STATELDR50_2025”)

       • Start/end dates

       • A limit on total uses, or uses per person

       • The percentage or dollar discount to apply

       • Correct accounting codes so revenue is recognized properly

     • Be mindful that leftover codes from previous years can inadvertently remain active if not deactivated.

   • Miscellaneous Fees

     • Check or create “substitution fees,” if applicable. Substitution is often set to $0 so that one company attendee can be swapped out for another without extra charges.

4. Planning Tab in re:Members (formerly Impexium)

   • Sessions

     • If the event includes sessions requiring separate sign-ups (guest tickets, single-day add-ons, meal events, etc.), configure them here.

     • Even if you copied from last year, verify the Details, Prices, and Planning tabs for each session.

     • Set each session’s start/end dates, “Is Public” status, and again ensure correct accounting codes.

   • Location

     • Update the venue’s name/address, or click the green plus sign to add a new property.

   • Uploads

     • Provide relevant PDFs, maps, or additional info (e.g., travel guides, floorplans) if needed.

5. Partial vs. Full Updates in re:Members (formerly Impexium)

   • Sometimes, only the city and dates are updated early in the year so the event shows up on the website’s “Upcoming Events” list.

   • Pricing, discount codes, or sessions may be added later once details are finalized.

   • Be aware that if the date ranges are inadvertently set to “Active” too soon, someone may discover and register prematurely.

---

WordPress Updates

After re:Members (formerly Impexium) is set up, you must add or update pages in WordPress so attendees can see event details and register.

1. New Pages / Annual Updates

   • Each major meeting (EDGE, Advocacy Summit, ALTA ONE) typically gets its own page or set of pages (e.g., “ALTA ONE 2025”).

   • Hotel & Travel: Update the venue info, block dates, reservation links.

   • Maps / Directions: Provide or replace PDFs or embedded maps.

   • Cancellation & Refund Policy: May be standardized, but verify any changes year to year.

   • Menu Items (Appearance → Menus):

     • You can add a new top-level or sub-menu item for the event.

     • If the main navigation bar is full, you may need to nest some items under “Event Info” or a similar parent menu.

     • You can also “Hide” certain menu items until they are ready or remove them after the event is over.

2. Registration & Agenda Links

   • Make sure the “Register Now” button points to the correct re:Members (formerly Impexium) event link.

   • Session details (title, date/time, speakers) can either be added manually in WordPress or imported from a spreadsheet.

   • If session names, times, or rooms change, you must update them in both re:Members (formerly Impexium) (for financial / registration) and WordPress (for attendee-facing info).

3. Exhibitor / Sponsor Pages

   • If needed, coordinate with the Exhibits/Sponsorship team to add these details.

   • Typically, someone from the Meetings or Marketing department will provide a sponsor list or exhibitor details in Excel, and the IT/Web team updates the page accordingly.

---

WHOVA (Mobile App) Integration

• Timing: Work on WHOVA typically starts once the sessions, speakers, and schedule are fairly final.

• Ownership: Emily usually sets up WHOVA for each event, importing or copying session data from the final WordPress or Excel spreadsheets.

• Updates & Changes: Even after WHOVA is live, schedule changes can occur. Be prepared to coordinate with Emily to ensure final changes match WordPress and re:Members (formerly Impexium).

---

Common Pitfalls & Tips

• Date Ranges: The most common error is forgetting to update “available from” or “available until” dates for a specific pricing tier or discount code, causing unintended freebies or erroneous rates.

• Badge Preview: We typically keep the badge preview hidden; it caused confusion and does not consistently pull nicknames vs. formal names.

• Partial Setup: If you only update the city/dates early in the year, ensure your future pricing tiers are set to become active at the correct time. Otherwise, an attendee may find and register at an unplanned rate.

• Discount Code “Leftovers”: Always confirm codes from the prior year are either deactivated or updated.

• WordPress Menu Overflow: If your event pages exceed the top menu’s width, items may wrap to a second line or not display. Consider nesting them or marking some pages “hidden” to avoid clutter.

• Substitution vs. Cancellation: Substitutions are often free and require a staff-initiated order swap in re:Members (formerly Impexium). Actual cancellations and refunds must also go through staff for final approval.

---

Quick Reference Checklist

1. re:Members (formerly Impexium) Setup

   • Create/Copy the event from a prior year.

   • Upload Image under Details.

   • Update name, date/time, city, descriptions, group settings, and cancellation policy.

   • Hide Badge Preview (usually).

   • Email Template → confirm correct details for this year’s event.

   • Pricing → verify each tier’s start/end dates, membership attributes, and correct revenue codes.

   • Discount Codes → create new codes, set usage limits and date ranges, apply correct revenue accounts.

   • Sessions → if needed, update or add session tickets, day passes, or guest tickets (Planning tab).

   • Location → confirm or add new property details under “Planning” → “Location.”

2. WordPress

   • Create/Update the new event pages (e.g., 2025 ALTA ONE).

   • Edit or copy the previous year’s pages (Hotel & Travel, Agenda, etc.) with new data.

   • Menu → Appearance → Menus. Add or reorder pages. Hide items not yet finalized.

   • Register Now button → link to the correct re:Members (formerly Impexium) meeting.

   • Session/Agenda pages → ensure final times, speaker names, and rooms match re:Members (formerly Impexium).

3. Mobile App (WHOVA)

   • After the WordPress schedule is fairly final, begin the WHOVA import.

   • Confirm major details with Emily so the schedule, rooms, and session titles match exactly.

4. Final Verification

   • Test a sample registration at each price tier. Confirm the date logic is correct.

   • Check discount codes to ensure they apply as intended.

   • Click through WordPress site menus to ensure no broken links or references to last year’s data.

---

Questions or Issues?

• For re:Members (formerly Impexium) setup questions, especially around revenue codes or special discount logic, loop in IT for technical help.

• For WordPress menu or page structure issues, submit an IT ticket or contact the web team so they can quickly adjust navigation or hide drafts until ready.

• For WHOVA, coordinate with Emily and IT once the schedule is stable.