Requests for Clarification – IFB2016 Event Registration Services 26th January 2016 Question Question No LV Response 1 Although the functionality to add a barcode to an email is not present currently, the functionality can be added and we could send the barcode via an attachment. Having registered on the web site I did receive an e mail confirming my registration. Am I right in thinking that your current system DOES NOT have the capability to send out an e mail with a barcode? Yes we can send out an auto email. No we have not got the capability “in system” currently to deliver barcode, but could implement this as an attachment. 2 3 How late do you wish to allow potential guests to register? The night before? Up to the point of arrival? 1. Are the following steps what you are looking for / workable? Registration Document1 Route 1 - A delegate who registers in advance or arrival Route 2 - A walk-in at the event On line registration via the IFB site-Yes, but must be on any device pc/tablet/phone. Registration at the dedicated registration desks. Can register online, in atrium also required. The data will be stored in a local database for later export back into the IFB database-Yes On the day at arrival. The system should be live linked to the IFB2016 database and vice versa. Registrations at the event should be updated immediately in the IFB2016 database and online registrations should automatically update in the registration system. We can facilitate this link. Please see comments to the left in red also. but the system must facilitate an easy batch upload to the site, which must then send confirmatory email, even if this is belated. Confirmation e mail Sent from the IFB site-Yes N/A-Yes Joining instruction A JI will be sent to the delegates 5 days prior to the arrival date, facilitated by Dataflow Events. -Yes N/A-Yes Option to print their badge at the office Attached in their JI e mail will be a personalised pdf. The delegate will have the option to print their badge from this pdf , onto A4 paper at their offices. They will then fold this paper to 1/6 of A4 to create their badge. The badge will also contain a barcode. This same barcode will appear in the body of their e mail. (This will facilitate a potential scan and print from a smart phone) N/A Yes Yes Pre-printed badges on arrival Document1 On arrival at the event, those delegates who have printed their own badge in advance can self-service the collection of a vinyl wallet and proceed to the show entrance where they will be scanned in. Yes N/A Yes Scan & print, or search and print on arrival For those who have not preprinted their badge, they will go to a check-in point to either have a barcode scanned from their smart phones to print the badge or to search their name to then print. Once registered a badge will be printed and passed to the delegate. Data will be reconciled at a later date. Yes, but reconciliation must be simple, accurate and efficient. Yes, but at all times delegates must wear a printed badge. Route 1 will rely on your server being able to push data to our interface, so that we are able to facilitate the distribution of JI’s with the barcode and personalised pdf attachments. Please confirm that you are able to facilitate this ‘push’ process? Yes 4 a) Will delegates come for more than 1 day? b) If so what % will do so? c) If delegates are attending for several days, then perhaps they will need a more substantial plastic credit card sized badge? 5 a) Staff – How many staff, exhibitors etc do you anticipate? b) For security, will they will need a badge? c) I am sure that exhibitors will have several rotations of staff who will work for several days on their stands. Perhaps all of these ‘staff’ have a more substantial plastic badge. Please advise if this would be preferred? 6 The 5 different badge templates requested. Am I correct in thinking that these are to specify different delegate types which could be shown by a different colour bar as below? Visitor Document1 a) Yes b) Up to 75% c) You can offer this option, however you should consider an option to re-print new paper badges. Wallets should protect. Modular costs for all options for registration should be provided. a)Staff- circa 100, Exhibitors-circa 1000 b)All must have a badge c) As stated in the response to question four both paper and plastic badges are recommended. Please provide prices for all options. Everyone entering the venue will need a badge. Please also provide a cost for a photo pass option if possible We accept any option for outlining differences in delegate type. Colour is acceptable. Press VIP Exhibitor Staff 7 If the above understanding is correct, what % of delegates are Visitors in the above breakdown? 8 a) Badge quality. The self print badge will be a folded piece of paper that is then inserted into a vinyl wallet – Is this acceptable? b) To facilitate the printing of different colours for different delegate types, we proposed a butterfly re-enforced paper badge for the delegates who wish to have a printed badge on arrival. c) Again is this quality acceptable? 9 The second bullet under 'Registration Overview' lists ''software to send confirmation emails to the live linked database.'' Can you please confirm what is the ''live linked database''? Is this the database of all those that have registered on our system, or an external database? Circa 95% as a minimum. Visitors are delegates staying either for the day or multiple days (1-3 days in the main) a) Yes b) Yes c) Yes The live linked database is the live database of those registered, so the confirmation email should contain a personalised ‘token’ link to the registration system. Ideally we would like your software system to “poll” (constantly check) our database, which your company will be allowed in connection to a nondisclosure agreement basis. As such, ideally we would link your software to constantly refer to the latest membership database. In this way a delegate registering on the day will still be on the live database and will then, via connection to your software allow your system the capability to print the badge if requested to do so. Document1