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
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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
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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
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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.
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