Registration User Manual
Contents
1. Print out an amended registration record for the file 4 If payment was originally made by Credit Card send an email to Decorama to authorise an additional debit or make a credit 5 Ifpayment was made by cheque then a refund cheque is due or additional payment is to be made The Reports Banking Outstanding Balances will identify debits or credits to be made Cancellation Use the same process as Change Registration above Cancel the Partner first and then the Rotarian 1 Untick all paid functions 2 Amend Amount Due to 0 00 3 Change Status to C 4 Clickon Update 5 Repeat for the Rotarian but amend Late Fee to the amount shown as a Cancellation Fee by the Cancellation Policy 6 Arrange for appropriate credits by Credit Card send an email request to Decorama or Cheque Registration User Manual V 2 03 Ver 5 10 14 Page 5 Duplicate Entry To delete a duplicate entry 1 Edit and un tick all booked items 2 Registration to change the Status to C Cancelled Special Utilities Name Badge Titles Name Badges are printed onto A4 pages and designed to be folded in half and half again to be slipped into a plastic badge holder The badge shows the name of the conference the delegates preferred first name last name Rotary Club up to 12 icons indicating the functions paid for and a colour coded Name Badge Title The title printed onto the badge is controlled by the following codes with the exception of DC2. TOTALS 258 198 98 9 3 0 olelelojololololololo a ola 3 1 mo c o 5 U o 3 E ee ereere ols UN gt a 509 N A ao sor v O2 o 4 8 2 3 01116 2 5 010151112 o o 1 oj o 012 2 2 1 010 2 0 0 01017 1 2 012 144 8 10 0 0 16 2 2 0 0 24 10 5 00 9 03 0 0111118 0 8 010 7 5 3 0 2 2 2 0 0 0 15 4 I O O 1 0 I rday Sun BB D B S u u i r u sisin k n S S n f ajalels L tit r t n al C FIT h 93 899 115122 Total Registrations 456 from 50 out of 57 clubs There are 7 clubs with nil registrations There are 331 who registered online with 15 Cancellations Registration User Manual V 2 03 Ver 5 10 14 Page 14 PREVIOUS CONFERENCES THAT HAVE USED PACKAGE Year District Govenor Conference Location 1992 John Boag Tamworth 1993 Ronald Trevallion Tuncurry Forster 1995 John Barwick Tamworth 2004 John Burkey Coffs Harbour 2006 Jane Bradford Tamworth 2007 Laurie Barber Port Macquarie 2008 lan Dyball Tuncurry Forster 2009 Ken Hall Narrabri 2010 Neville Parsons Taree 2011 Jo Wilkin Coonabarabran 2012 Barry Hacker Port Macquarie 2013 Brian Beezley Inverell 2014 Rob Anderson Coffs Harbour Registration User Manual V 2 03 Ver 5 10 14 Page 15
3. for each item to be included The amounts charged can easily be amended at a later date 4 4 weeks before ROD Final approval of printed registration form to be submitted to the webmaster for checking against the online form 5 1 2 weeks before ROD Live testing and debugging of online registrations by the Registrar 6 ROD Only when the online registrations has been fully tested and is set as live should the printed registration forms be sent out 7 Afew days before the conference assign the Name Badge Titles Assign Table Allocations 9 Printthe name Badges 10 Fold and place the Name Badges into their sleeves Sort them alphabetically into shoe boxes or equivalent There are four portrait holders which may be fitted with alphabetic labels to stand in front of the boxes at the registration desk 11 On the day before the conference test and confirm that the internet connection is working 12 At the start of the conference attach markers to those Name Badges where refund cheques or additional payments are due 13 At lunch on the Saturday print the A Z Table listing s for display and the Place Sheets to be placed on the tables in the evening Suggestions 1 The postal address listed on the printed registration form should be the Registrars postal address This will make for efficient collection of mail and entry of registration forms Having a third party delivering the mail to the Registrar can cause delays 2 The Registrar s
4. sles S 9 CO Q 8 9 9 9 Oia S BE PS PS SiO s s SISIE OlLO s3ioi2ia Q lt lt XIMIMIOIOIO AJOJIOJIOJAJIOIOJOJO OIO S Sx Zizoos amp xiam xniaiou Page 11 Registration User Manual V 2 03 Ver 5 10 14 South West Rocks Tamworth Tamworth First Light Tamworth North Tamworth Sunrise Tamworth West Taree Taree on Manning alcha auchope ingham oolgoolga NO REGISTRATIONS RECEIVED YET Armidale Central Calala Forster on Wallis Gunnedah 2380 Kempsey Moree IMoree on Gwyder Taree North Tuncurry Forster ralla arialda ee Waa Friday Saturday G B B W I S B o u alelalu S b t S Rotar Guests f y Club ians etc T D Lj S O F i nia u rin C t r i r h TOTALS 218 8 6 81 eier eji e e 7922 0 0 1 27 36 JO ofo 0 0 EA MEN NN 0 4 JEN 0 1 ojo Sun BIS r u kn f s L tin C h mo omn w 258 52 108 Total Registrations 365 from 46 out of 58 clubs There are 12 clubs with nil registrations There are 260 who registered online with 24 Cancellations Registration User Manual V 2 03 Ver 5 10 14 Page 12 REGISTRATION SUMMARY REPORT 2013 ROTARY DISTRICT 9650 CONFERENCE 2013 Clubs by Functions Club Armidale Armidale A M Armidale North Barraba Bellingen Coffs Harbour Coffs Harbour City Coffs Harbour Dayb k Coffs Harbour South Coonabarabran Dorrigo Forster on Wallis Gloucester Gre
5. Badge Bus Msg Bus message for bottom of badge Registration User Manual V 2 03 Ver 5 10 14 Page 10 REGISTRATION SUMMARY REPORT 2014 ROTARY DISTRICT 9650 CONFERENCE 2014 Clubs by Functions As at 05 10 2014 la sa gt o elolelolelelel o lelelelelelelelelelelelelelelelelelelelelelel e Telele 2 s n so YN or ial iajojajo o ujolojolmjal flojalmiajoljofjojojojojo Slojolja a ajojo ela eee eee l Maa LL c oejojoj ojo a Jjojo ojojojojo ojojo ojojo ojojo ojojojojojo ojojo Mw L S pojo afjo o O S OJO NJO N S O O F F O SO O O O O O D O O O O TOO LL o c ojojojojojojo SS Sjojo ojojo ojojo ojojo ojo mj ojojo fjojojo O jojojo M gt 0 FEo53 pojojojojojojo o jo jojojojojojoojojojo o o ojojo a ojojo O Jojolo Ln oejojojojojojo O Sjojo ojojo ojojo ojojo ojojojojojojojojojo a jojojo Elo o N n o Oo Say eo mi 82 ajaj nel Sajalnfjalajojejojal mial m T mni p S r gt 5 o 5 A m 2 o u Slt slsls 5 8 Z lai E 8 fg 15 5 5 5 218 22 T dg 3 PI olo o Sil n alz c 3 3 3 55 5 55 8 3 2 n S o 3 2 oloje S S x35 2 Sls EEE ME SEERE ba el Siss s ATES sE sol SiS sly lala 2l sls R el s E ROSE S3 Sla SISSIES e a S Sl SIZ el 2 Si sw 4 el 5 83 20 IA n Sl al 2S S Sele BAwCmBWBRAmissbkEBSB5sEBPASO SE BHO eee ol wu BH eS 5 EIEIEIEIZ EISIE SS g g els ES 3 1 215 olelele slel
6. District Chairpersons n a Not applicable no title to be printed AG Assistant Governor DC District Chairman Badge Title is captured from the RotaryPosition Field of the Registration DG District Governor DGN District Governor Nominee DGE District Governor Elect P Club President PE President Elect PDG Past District Governor RIP RI President Representative Set all delegates RotaryPosition Fields to n a or blank unless one of the above valid name badge title codes apply Allocate the Codes using Special Utilities Allocate Name Badge Title If the delegate is a District Chairperson then amend their RotaryPosition Field as required e g 2 lines only District Chairperson lt br gt Vocational Service NB the lt br gt html code forces a line break The DC Code and RotaryPosition Field may be used to create special badges such as Conference Chairman District Treasurer Group Study Exchange lt br gt D 9650 to Florida etc You may need to use the browser Print Preview to test the badge title in case it has too many letters Governors Dinner Table Allocation Table Numbers in the range of 01 to 99 or A01 to Z99 alphanumeric sorting are used to define the tables Delegates may be assigned to these tables Any number of delegates can be assigned to a table The Allocate Tables Governors Dinner and List Unallocated Delegates procedures only list those delegates that have booked for
7. Rotary District 9650 District Conference Registration System User manual Version 2 03 Oct 2014 Contents AS scee e eoe eee Pinnae Ro DERE e eR EEEE BERER REBERER ERR DERE ER EDERER eR EERR eR EDERRR E FEDERE eS EDERRRRRRDEA 2 LICCLEME ERN 2 Conference Plarinihig oie e eo eo eene oie e SER een E SERE e YER OE RE ee RE BERRP ERE BERE ee coins eaa BERE ISAE MENEN NAASE REBSRA Ra REUER 2 AO sececaeenecvcdib cewcddedsccdcete caneiude seasaetecewcceedesndcbeaedecseadesevcubsseneceedersdaus 2 Online ROSITA ON cca conciencia EEE E ENEE deatnenvedeesustanibdedsnudessdsadecsquneaueniaadeecssdevetuscete 2 Paper ReglsttatiOIm ssis arano RE RE RENTRER CESARE a RR vanes naa ed acuannehanndeh SR KERN RR Ra SERV ERR a Ree SERRE RE ERRRR DNA 3 Registration Processing 055 ca eoo si ee ona h ee nhan a Sena uina Sena as SESS anni S Ra ERR SS RR RE RANRR ER ER NRR REO A Ra as aBaKa 3 Data ENUY RT C 3 Receipt of Registrations eeeeoiiee eee eere eee OE e eue SERT e cani oe eR E BERE ee REDE RR SE ENEE PE EENEN eR RE ERR Re TENSESO REBERP OK RE DER 4 Postal m 4 NN 4 Process Credit Card Payments cicissocccsisccodscecscosssssecosasdesccsesssscndssesscbie sess csaccusccesssssonTesesso0 ssensonsaseese0s 4 Process Cheque or Cash Payiments eo eei eos rri teen rte eran enu Panne eos oss seese0ssseesondsscenoo
8. at Lakes Guest Gunnedah Gunnedah West Guyra Inverell Inverell East Kempsey Kempsey West Laurieton Lightning Ridge acksville Manilla INambucca Heads Narrabri Other Club Port Macquarie Port Macquarie Sunrs Port Macquarie West Quirindi Sawtell Rotar Guests lans 100 LK Mm Go J Aaj olan tA Jl r2 09 CO Alo BR NR Re na ol Alel olun o Thu Friday etc 2 o fo 3 0 fo 7 ojo n 20U As at 05 10 2014 peeLselesesssesssessmssssessrem reme i menm Saturday Sun B DB u i r S n k S n f a els t rt Ie lels aja e o o o ajo a o v ojo R w 3 a A o o jul a a gt m 0 le le e e ele e e ele e e e e e e e el e e e el e el e e e ololo ololo Ti on 9 9 o o o e 8 9 9 e 9 3 9 less 0 0 dee Heese Bajo e jajaa oo olaa REEE e Heeh gt aja 9 PEPSI Ba Registration User Manual V 2 03 Ver 5 10 14 Page 13 South West Rocks Tamworth Tamworth First Light Tamworth North Tamworth on Peel Tamworth Sunrise Tamworth West Taree Taree North Taree on Manning Tuncurry Forster alcha auchope ee Waa ingham oolgoolga NO REGISTRATIONS RECEIVED YET Armidale Central Coonamble Gunnedah 2380 Moree IMoree on Gwyder ralla arialda Thu riday T GIB B h jojo u w S Club Rotar Guests D f F lans etc S r n i r E F
9. at provided by the registrant or if no email address is provided the Registrar should enter his her own email address so that all advice from the system will come to the Registrar and he she can post it to the registrant Registration Processing The following describes data entry into New Registrations and provides notes which should be used to check the on line registrations Data Entry DO NOT USE THE Enter KEY Use the Tab Key or Mouse to move from field to field Pressing Enter will submit the page with default possibly wrong entries When in a field press an alpha or numeric key to bring up the last used entry starting with that character Use the same technique to select from a drop down list Page 1 First Name Surname Email Page 2 Known in Rotary as Rotary Status Address Phone Club Name Badge Title Check the spelling especially for YEP students Either the registrant s or Registrar s email For a YEP student enter the email address of the host club Secretary so that the club will receive receipts Change the name to the requested nickname Rotarian Use a separate form for each Rotarian Partner Partner to a registering Rotarian Alumni Ambassadorial Scholar former GSE team member GSE Group Study Exchange team member Guest Club select host club below or Conference Guest YEP Youth Exchange Program student Use the Registrar s address if not known Use the Registrar s phon
10. e number if not known District 9650 clubs from drop down list Press alpha character for speed entry Other Club Rotarian from out of the District Guest Conference guest Only use those from the current list Registration User Manual V 2 03 Ver 5 10 14 Page 3 Assistant Governor District Chair District Governor District Governor Nominee District Governor Elect Club President President Elect Past District Governor RI President Representative President Delete anything entered by registrants which are not on this list Date of Birth Only relevant for Youngest Rotarian Year Joined Rotary Only relevant for Longest Serving Rotarian First Conference Select Yes if specified Only relevant for the Conference Award Hotel Motel Select from list Only relevant if bus service is requested on Page 3 Partner Guest Names Names entered here will appear on Event Function Registration Page 3 Comments Use this to note any special requests seating arrangements etc Page 3 Complete this page by selecting each required event or function for the Rotarian Partner or Guest s Click on the Recalculate button and compare the total with that indicated on the Registration Form and or attached Cheque Correct where necessary Select the method of payment C Credit Card Q Cheque or A Cash Press c q or a for speed entry To register a Conference Guest costs paid by the conference select payment by Cheque and then subseque
11. ence Registrar should ask Bruce Hemmett for access to the Conference Administration Page Admin Page of the Conference web site Registration Overview On line Registration A name and valid email address are the first items required by the on line system Those who do not have an email address or who did not wish to use the on line system have to send in a completed paper form by mail or by fax On line registrations can be paid by credit card or by cheque The registrant will receive an automatic confirmation email from the system showing their registration details and advice to show the amount Registration User Manual V 2 03 Ver 5 10 14 Page 2 that will be charged to the credit card or the amount and details of a cheque that should be sent to the Registrar The Registrar will receive an email from the system to show that a new registration has occurred The credit card payment will be processed in the next batch by Decorama staff and the registrant will be sent a receipt from the system using email Cheques will be entered in Make Payments on the Admin Page by the Registrar and receipts will be sent from the system by email or may be printed for posting by the Registrar Paper Registration Registrations received by the Registrar by post or by fax are entered into the registration system as a New Registration on the Admin Page The Registration pages are the same as those seen by on line registrants The email address used is th
12. for the current and previous conferences Registration Desk Check list 1 An ADSL Internet connection is preferred A connection using the mobile phone network will normally not be fast enough Test the connection well before the conference to make sure it is working 2 Computer connected to the Internet 3 Colour printer A colour laser printer is preferred or but a colour inkjet plus a b w laser can be used Registration User Manual V 2 03 Ver 5 10 14 Page 7 4 You will be expected to fix spelling errors etc on badges as the delegates arrive You will have a number of people wanting to amend or delete booked events as they arrive or during the conference 6 You will have some people who have not registered or who thought they had registered 7 You will be requested to print speaker notes notices etc from memory sticks Time Table 1 12 months before conference date Confirm with the webmaster that you are going to use registration program 2 6 months before conference date e Advise the webmaster the date you want online registrations switched on Registrations Online Date ROD e Preliminary draft of conference registration requirements to be discussed with webmaster 3 3 months before ROD Supply the webmaster a copy of the proposed registration form including chargeable items of dinners morning teas pre conference events post conference events and if a registration fee is to apply Indicative dollar amounts
13. hould have an up to date District Directory 3 The Registrar should be provided with an accurate list of the YEP students to be registered their host clubs and nominated conference functions 4 The Registrar should be provided with a list of GSE teams and their members who will be guests of the conference and the functions they will be attending District 9650 Team Leaders would normally register and pay for themselves Registration User Manual V 2 03 Ver 5 10 14 Page 8 5 The Registrar should be provided with a list of any Friendship Exchange team members who will be registering 6 Ifthe Registration internet connection modem router has WiFi capability then conference delegates and especially YEP students will want to use it The committee should decide if this will be permitted and if so provide cards to be handed out with the relevant log on details Registration User Manual V 2 03 Ver 5 10 14 Page 9 APPENDIX FACTORS Factors is a database used for controlling elements of various program controls Most elements are not to be changed as the affect features and control behaviour of the conference package Factors that the conference registrar may amend are the following elements Badge_Message This is the body of the message sent out to all delegates Badge Lines The blank lines before Badge Message A blank line lt br gt If the code is not seen here you will see the code when you try and edit this field
14. leting the page the field defaults to Credit Card A receipt may be emailed or printed for posting to the registrant Cash payments may be received at the Conference Use the same procedure as above but select Cash as the method of payment A receipt may be printed for issue to the registrant Banking Prior to banking the cheques and cash go to Reports Banking Cheque amp Cash Deposits of the Admin Page Print at least 2 copies of the Banking Deposit Sheet 1 to be attached to your bank deposit slip the other for your file May be another to be given to your conference treasurer Check that the total is the same as the total to be banked Changes and Cancellations You can expect a large number of changes especially in the last couple of weeks and on the first days of the conference Changes will range from the addition or deletion of functions to full cancellations affecting the Rotarian and or partner Change Registration You can change the registration details by selecting the Edit link on the Reports Registrations Registrations report Enter the appropriate ID registration number and select the Edit link in the right hand column Edit the information for the partner first and then the Rotarian The editing is done directly on the data file with no inbuilt checking BE VERY CAREFUL 1 Add or delete functions by unticking or ticking the relevant check boxes Click on Update and save the changes 2 Editthe Rotarian as well
15. ntly Edit the Registration to change this to on account A C Page 4 Where payment is to be made by Credit Card carefully enter the Credit Card details and click Confirm The system will display the confirmation email Receipt of Registrations Postal 1 Record the Registration Numbers on the Registration Form 2 Goto Reports Registrations Registrations enter the Registration ID click on the icon in the left column and use the Browser Print function to print a copy of the details 3 Attach the confirmation to the Registration forms 4 Filethe forms alphabetically 5 File any related correspondence with the forms 6 Aconfirmation email will be automatically sent to the email address entered If it is received by the Registrar post itto the registrant On line 1 Foron line registrations check that they are completed correctly Especially check that the accommodation selected will have a bus service if the registrant has booked a bus service 2 Printouta copy ofthe details 3 File the form alphabetically Process Credit Card Payments Decorama Blinds staff will process all the credit card payments from time to time from the information entered online Registration User Manual V 2 03 Ver 5 10 14 Page 4 Process Cheque or Cash Payments Go to the Make Payments procedure of the Admin Page Enter the amount of the Cheque and its details in the fields provided Make sure that Cheque payment is selected before comp
16. rence Planning The Conference Committee should formally request the use of the Decorama Registration System and agree to the current charges The following information is required by Decorama 1 Names and contact details for the Committee Chair Secretary and Treasurer 2 Bankdetails account number and name for the conference account 3 The name email address postal address phone and fax numbers of the Conference Registrar 4 A copy of the Registration Form showing the events times venues and charges The basic design of the form should be similar to that used for previous conferences Keep in mind that the order of data entry on the paper form and the on line form should be the same The registration forms need to be ready by the end of November A version in PDF format is required for downloading from the Conference web page 5 Alistof accommodation available for the conference This should be either a list of all the accommodation available with an indication of which accommodation will receive a bus service on the Friday and Saturday nights or just a list of the accommodation for which a bus service will be provided 6 The date on which a late fee will apply The Committee should establish maximum numbers for all events and functions The Committee should establish a Cancellation Policy The Committee should establish a Dress Code for the conference A draft conference program should be published as soon as possible The Confer
17. s a 7 Time Table e E iso alli EEE A EE AE EE A T R 8 SUBBOSTIONS O 8 APPENDIX A M 10 FACTORS areatan aae r aaea Eae AEE Ra e E 10 REGISTRATION SUMMARY REPORT 2014 ccccccccccccecccececececececeseseeeeeeeeeeeeeeeeeeeeeeeeeeeeseeseseseseseseseseseseseseseseseseeses 11 PREVIOUS CONFERENCES THAT HAVE USED PACKAGE coccccccccnononononononononononononnnonononnnnnnnnnnnonononnnonnnonnnonnnonineniness 15 Registration User Manual V 2 03 Ver 5 10 14 Page 1 Registration System The District 9650 Conference Registration system developed by Bruce Hemmett of RC Tamworth First Light and principal of Decorama Blinds P L Tamworth is an essential tool for the management of conference registrations It provides for On line and Postal registrations and offers credit card facilities an absolute necessity for registrations It is flexible thanks to continuing support from Bruce and easy to use This User Manual documents the Registration System Charges Decorama Blinds P L hosts the conference registration web site and Decorama staff process the credit card payments Decorama charges for these services Contact the Webmaster Bruce Hemmett for current charges at bruce 013 decorama com au In 2014 7196 of registrations were made on line The balance were posted in and a few were accepted at the registration desk on the day of the conference Confe
18. ssssesonssstese0 5 Ban Ki mmc 5 Changes DpEsTIIC DIITe 5 Change Registration ci 5 Cancela ON te oe toa e EE 5 D plica te NT 6 SPeChal Utilities oii PPP A 6 Name Badge Titles tester Pera taxa ena reds Fun e RR Ea rad aoa EARS FARE ua sedesausateaearsvenssbasehacowaseunasneasconsousesdcnaaais 6 Governors Dinner Table Allocation sesseesesee sees enne eene enne enne ener ntes nnns nono tens ano rentes tenis ren nennen 6 NAME Badge PEDI cree rette ROA 7 TUIS LLL LOLULLLILLLILLILLDOLIDOLDDILLIDDORDDDDIDODDDUIDDUIMDLDLEIDOIEL 7 Reports Banking ieira reor ena Rua lea E RENE RRE SUMAR EAT RR ERR S SuSE ER REN y Qua un Pria FARK Me a FAR EAR BERN RE NERA FR RSEN RR SERA saca T ay EEEE 7 ASA eese eec eioege s o eee ecu a bake eee enin baro Fere Rer haare Eee Reus Re bake e Eee EE Laini EE re ETE Reb ai ni sE iiS 7 Reports DIDe Se cacttocacadancadsatsnecsnastasaccnaadedeataacedsaacaccteusenavashedncetaaveds naod eei oiea i aooaa odias 7 Reports Special Diet Lists reote ieie aie a ra ER voee EE aa aaae eae senine iaa 7 Reports Email arae E E O EE E EAR 7 Registration Desk Check liSt sss sssssssssssssssssssssssanssssssadsssasscsso asssssssssstasssss dissass dassssssiasssis tsso ss asssss
19. the event They list them in ID order and show the registrant s status so that partners and guests can be identified and seated on the same table as the Rotarian Governors Dinner Table List Use Summary to view the allocations Use A Z Listing to print seat allocation listings for delegates to check Registration User Manual V 2 03 Ver 5 10 14 Page 6 Use Place Sheets to produce Place Sheet Listing for each table Name Badge Print Make sure that you have allocated Name Badge Titles before printing Name Badges Badges can be printed or reprinted singly or in batches When a badge has been printed a Flag is set in the Registration file This Flag may be reset by using the Print Flag Reset procedure under the Maintenance Menu The preferred Internet Browser for printing is Firefox Set the Browser Print Preview Properties to all margins to 5mm no Headers or Footers select Print Background Colours Set Print Properties back when completed Reports The registration system can produce a range of reports useful to the management of a Rotary Conference Reports Banking Cheque amp Cash Deposits Credit Card Deposits All Deposits this session List closed sessions Donations Listing Outstanding Balances Reports Registrations Registrations Club Function summary Clubs by Members Clubs Summary Events Tours Reports Dinners Dinners Meals Reports Special Diet Lists Reports Email Email addresses of delegates
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