Create a fluent process to invite and register participants
Target groups. Define whom you want to invite and how, as well as how you get their contact information. Consider who can collect and manage the contacts throughout the invitation process, as it is usually quite time consuming. Define the segmentation of the invitees, as different registration forms and invitations are used for the different segments.
CRM. Customer Relationship Management is used to collect and manage contact information and to create marketing lists for the invitation process. For conferences, this tool is not usually used. The CRM tool is available only under license and training due to GDPR.
CRM & training materialWebropol. Webropol is regularly used to create event invitations, and to collect registrations. Payment functions are available. There are branded invitation templates available. Webropol is a free tool and is mostly used for high-quality surveys. Avoid sending invitations via mass email to avoid junk/ spam filters. Regular training of the tool can be found at Aalto’s Workday Learning.
WebropolPaper submission tools. Free web-based conference management software systems are commonly used for submission and reviewing papers and abstracts.
EasyChair Invitation templates. The Brand Library offers branded event invitation templates for printed event invitations. Webropol offers branded event invitation templates for digital use.
Printed invitations. Printed invitations are seldom used nowadays. Unigrafia offers printing and mailing services. Unigrafia Aalto’s contract suppliersVisual guidelines. Images for invitations and events are available in the Material Bank. The university advises against using stock photos or open source images.
Material BankVisual Library
Privacy note. According to EU law it is mandatory to include in the invitation a link to privacy notice of Aalto University and contact details. Each event has to have a designated and responsible contact person whom the guests may contact in case of any requests about their privacy. This contact information has to be communicated in each event announcement and/or invitation.
Privacy notices & guidelines
Data protection. Keep in mind the GDPR (General Data Protection Regulation). In order to fulfill the regulations it is highly recommended to utilize the CRM of the university. Any lists with personal information, e.g. contact information, can not be stored or shared outside the core working group, nor on external platforms not recommended by Aalto IT. All collected information must be stored securely, and discarded immediately after completion of the event process.
GDPR regulationsAalto's CRM team Cyber Security
Collecting registrations. It is recommended that registrations be collected via a Webropol event form. In scientific conferences, the PCO (Professional Congress Organiser) usually collects registrations and payments.
Frequently collected information. Define first what you really need to know about participants, and only gather information that is needed for event purposes. The frequently collected information is usually first name, last name, email, special diets. Do not collect any information not justified for the arranging of the event, e.g. age, gender, or address.
Registration cycle. Define the due date for the registrations according to the other relevant due dates in the production of the event, e.g. catering, venue, materials, or hotel rooms. In Webropol, it is possible to define automatically when registration starts and closes, and also whether the waiting-list option is in use.
Payment transactions. There is a payment option built into Webropol. When including payment transactions within your registration process, always contact your controller beforehand to check all information needed for the payment process before publishing and collecting data.
Confirmation note. Send a confirmation note right after registration and a welcome note 1–2 weeks prior to the event.
Arrival instructions. Send information packages by email with, e.g. arrival instructions with directions to the venue, hotel, information on public transport, link to campus maps, restaurant and entertainment options, and contact information for additional questions. A website can also be used to provide up-to-date information that will help your participants arrive smoothly.
Cancellation policy. You can allow cancellation in the Webropol registration or you can request that a cancellation note is sent by email. Limit the cancellation by adding a deadline. Example of conference cancellation terms:
- Cancellations should be communicated by email to the organizer xx@xx. For cancellations made before x.x., 100 % of the fee will be refunded. For cancellations made between x.x. and x.x., 50 % of the fee will be refunded. No fees will be refunded for cancellations made after x.x. A processing fee of € 50 will be deducted from all refunds. Reimbursement will not be given for late arrival, unused services, unattended events, or early departure from the conference. The registered participant can be replaced by another person on or before x.x.for an extra charge of € 50.
No show. Be prepared for a no show (non-attendance) rate of approximately 20%.