How People can Register for the Event SOP
About Task
How can people buy a ticket to go to the Cross Border Summit? We want to make this an exclusive event, and not have a “buy now” button publicly on the page. This is because we have limited amount of seats, and also want to make sure the guests are qualified business people.
This task will explain the steps needed for someone to attend our event.
Guest Requests An Application On Our Event Page
At the bottom of the event page, there are 2 choices for buying a ticket, with an “apply now” button. When the visitor clicks this button, a popup shows an email address.
They enter their email address, and then we get them into our email system to followup with them.
They Are Added To Active Campaign CRM
Once they put in their email, it goes to the Active Campaign CRM system. We will also get an email alert that someone has registered.
Currently We Need to Manually Email Them
We could setup the CRM to automatically email them, but for now, we will send them an email ourselves.
Add to Attendee List
We have a google spreadsheet where we keep track of the attendees. Please add them here
999
And put in the status, pending application.
Send Them An Email With These Questions
Now we need to learn a bit more about them, we will send them this email template (can customize as you see fit):
Hi ____,
Thanks for your interest in the Cross Border Summit! We would like to learn a bit more about you and your business so that we make sure our event is a good match for you! Can you please answer the following questions:
- Your Name
- Your Company Name
- Your Position in the Company
- Your Industry
- What Do You Hope To Get From The Cross Border Summit Event?
- Your social media, phone number, or other ways to contact you
Also if you have any question, or would like to clarify any of the points, please reply to this email.
Best regards,
name
We Review Their Application
Once they reply with their answers, copy/paste them into this google document:
9999 Google doc
And alert management there are new applications. We will leave a comment if this person is acceptable or not for the conference.
Send Them a Yes Or a No (Email Template)
If accepted:
Hi ____,
Thanks for your application, we have reviewed it and are happy to say you fit in line with the other members and attendees at the Cross Border Summit!
How do you prefer to pay for your ticket? We have an online checkout that accepts Visa, MasterCard, and Paypal.
This is the checkout link (for general entry)
This is the checkout link (for VIP)
If you’d prefer to pay in Chinese Yuan bank transfer, Wechat bank or Hong Kong bank transfer, please let us know.
And as always, if you have any questions or concerns, please do not hesitate to reach out!
Regards,
Name
Add To Attendee List
Once they have confirmed payment, update their entry on the Google spreadsheet
999
Send Confirmation Email
Once payment has been received, it is time to send them a confirmation e-mail. Below is a template:
Dear ____,
Congratulations, you are confirmed for the Cross Border Summit. Please mark down your calendar for Saturday April 16, 2016 from 9am to 6pm! It is going to be an action packed event with great speakers, group sessions, and networking!
Here are some tips:
- Registration opens at 8am, we suggest coming early to get a good seat!
- Bring plenty of business cards!
- Dress in business casual - Shoes, pants and a button down shirt for men, office attire for women. This is a business professional event, use your best judgement.
- Directions to the event - are you familiar with the venue? If you need help, please reply to this email with where you will be coming from
- Hotel - Do you want to get a hotel the night before or night of the event? We have some special discounts, please reply and let us know.
- If you haven’t told us already, please give us your Wechat ID - we are making a wechat group for guests and it will be a great way to meet one another before, and during the event.
If you have any questions, please let us know.
Send Confirmation to Speakers and VIPs about Friday Night
For those special guests and VIPs, we will have a VIP dinner the night before. We need to let them know the details, below is a confirmation email about that.
Dear name,
Thanks for being one of our VIP guests for the Cross Border Summit. As part of being a VIP, you have dinner with the other VIPs for Friday night. This will be a good chance to network with the speakers, and other VIP attendees.
Here is the information about the VIP dinner:
Date: Friday, April 15, 2016
Time - TBD
Location - TBD
If you are not able to attend, please let us know so we have a proper headcount. We hope to see you there, it will also be a good chance to ask questions about how the event will go the following day and hear what other speakers will be covering.
Send Reminder Email
As the event gets closer, we will need to remind them a few times. Here’s a template
Dear ____,
Its getting close to our Cross Border Summit! We hope you are as excited as we are! Here is the event reminder:
Date: Saturday April 16, 2016
Time: 8am to 6pm, with networking afterwards.
Location:
Directions -
Add our contact information at the bottom.
Main Point - Communication is Key!
This role will be a bit busy as the event approaches! Your job is to stay calm and organized during this chaotic time. :)
Main point is to make sure all guests are clear on the event details, location, directions, and can reach you quickly. Please keep on top of the emails extra close as the event approaches.
Also be on your wechat, whatsapp, and mobile phone so that things go as smooth as possible. People will be last minute as always and get lost.