Registration

Responsibilities and Duties for Registration chair or representative

• Registration Chair must be proficient in Microsoft Excel, as all reports will be created using this format.
• Chair (or representative) shall attend all meetings of the Meeting/Convention Committee and keep the Meeting/Convention Chair advised of all progress/problems.
• Registration fee is determined by NCA Meeting Planning team.
• NOTE:  After registration deadline date for meetings, a late registration fee of $10.00 per person will be levied. (Standing Rules, I-F)
• NOTE:  Non-Member and Guest Fee – additional $10.00 over Member fee.
•  Design registration form for attendees to complete including the following:
• Attendees’ name, address, phone, email and complete club name
• Checks payable to _______________________________________
• Lunch Choice and/or Dinner Choice
• Workshop and/or Shareshop choice(s)
• Where to send
• Deadline date that registration is due
• Other questions of interest to assist host club (i.e., for seating, prize drawings, ask if staying at hotel, etc.)
• Line item for Special Requests
• Scholarship Donation 
• Provide a "Registration Spreadsheet" when submitting registration deposits to the NCA Treasurer.
• Collect all information from chairs that is to be included in registration packet.
• You are responsible to produce, assemble and mail out all of the registration packets. 
• Registration Packet to include: (Use previous convention/meeting packet for example.) 
• Club information letter on meeting, etc. (Including Committee Contacts)
• Registration form (See Sample Enclosed)
• Workshop/Shareshop and Keynote speaker information if applicable
• Hotel information and map
• Credential Page
• One Page Flyer/Insert (optional)
• Menu Descriptions
• Club Tally Sheet
• Show, Tell & Sell, Prize Drawing and Advertising Donation/Price Sheet
• Agenda
• Mailing of Registration Packet.  After NCA Meeting Planner and Meeting Manager have approved the camera-ready copy, the packet is emailed three months prior to your event to all NCA Club Editors and Presidents, State Liaison, NCA Board of Directors and Web Master. One paper copy is mailed to the NCA Rep for each club.
• A final packet should be sent via mail to the NCA National Liaison inviting the NOMOTC President; to the NCA State Liaison inviting the Southern California MOTC President; and to the NCA Education Vice President to send to other interested parties as advised by the NCA President.
• Make agenda inserts for the name badge holders, which includes Workshop choice(s).  (8 ½ x 11 sheet, ½” margin, printed 4 per sheet).
• Name 3” x 4” tag inserts for attendees ***NOTE: NCA uses badge holders, for $5 each.***
• Make color-coded lunch and dinner meal tickets.
• Prepare roster of attendees and submit any other information needed to Program Booklet Chair.
• Provide workshop counts to the Workshop Chair and Convention Chair.
• Provide list of First Time Attendees to NCA President two weeks prior to event.
• Plan the luncheon seating, keeping in mind that at least one member from the hostess club should be seated at each table and guests should be seated with their member friends.  This is optional – if there is not pre-assigned seating, have a sign-up sheet available at the registration desk.
• Place all registration forms in a binder and bring to Meeting/Convention in case of an inquiry.
• Have additional registration forms available for walk-in registrants.  Walk-in registrants allowed at the discretion of the Meeting Manager, on a space available basis.
• Prepare attendee event packets to include:  Program Book, meal tickets, pre-sale drawing tickets, one FREE drawing ticket, badge inserts (name tag and agenda), evaluation form, First Time Attendee letter (if applicable).
• Staff the registration desk during predetermined hours.  A minimum of four people are needed to staff the registration desk.  Clear signage directing attendees is highly recommended.
• Complete the Credential Report to the Delegation and present at General Session.
• Record all expenses and submit for reimbursement as necessary by deadline.
• File final report by deadline set by Convention Chair.