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1. How many years have you been in the event registration business? 2. Tell me more about RHQ—where is it located? How many employees do you have? 3. What is the largest event (in attendance) for which you have handled registration? 4. Do you outsource any of the registration work for which you are contracted? 5. How much time do you require before an event to prepare for and activate registration services? 6. Does RHQ offer online registration? 7. What about mailed and faxed forms? 8. Do you accept phone registrations? 9. Do you provide customer service? 10. How do you handle registration fees and other monies collected? 11. How do you account for funds that have been collected? 12. Do you accept purchase order registration payments? 13. How do you confirm registrations? 14. Tell me more about your registration system. 15. Can you integrate my membership database with your registration system? 16. Can you track exhibitor badge allotments? 17. We do promotional emails and mailings during the preregistration process. How can RHQ help? 18. Please describe your event on-site services. 19. What about on-site reports? 20. What lead retrieval services do you offer? 21. What happens after the event? 1. How many years have you been in the event registration business? We have provided registration services since 1990. The company was founded in 1986 and was incorporated in 1992 in California. The corporate entity is Administrative Headquarters, Inc. Registration Headquarters (dba) is an operating division. Back to Top 2. Tell me more about RHQ—where is it located? How many employees do you have? The RHQ headquarters office is conveniently located near the Orange County John Wayne Airport in Irvine, California. Our Housing Services office is located in Las Vegas, and we have other employees based around the country. The current staff is twenty employees, among corporate administration, account executives, project managers and specialists, programmers, customer care, and on-site supervisors. Back to Top 3. What is the largest event (in attendance) for which you have handled registration? We have served many large events with a total attendance of up to 70,000. RHQ has also managed the registration for city-wide events with multiple registration areas at different hotels and convention centers. Back to Top 4. Do you outsource any of the registration work for which you are contracted? RHQ performs all critical service functions with in-house staff and resources. Planning, programming, data management, housing procurement, and badge fulfillment are all handled internally. RHQ does not own the lead retrieval equipment it rents to exhibitors. The equipment is cross-rented from our approved vendors depending upon the number of exhibitors wanting to use this service. Back to Top 5. How much time do you require before an event to prepare for and activate registration services? The lead time for launching your web registration can vary widely depending on the complexity of the site. Please note that RHQ prefers to participate in the development of your registration forms. Many delays and operational problems can be avoided via our advice and counsel. We would prefer to be engaged in the project at least a month or two before the registration forms are released to potential attendees. Having said that, we have been engaged as late as two months prior to an event. We took over the registration process from another vendor who was not fulfilling the client's needs and expectations, and the project was a total success. Back to Top 6. Does RHQ offer online registration? Definitely! - Personal information captured in secure (SSL) mode - Credit card transactions processed in real-time (VeriSign) - 24/7 access to registration data and reports by show management - Customized reports for reconciling bank deposits - Capacity of space-restricted events managed - Bounce-back email confirmations automatically generated - Registration site hosted by RHQ - transfer is invisible to end users - Association membership validation capability Back to Top 7. What about mailed and faxed forms? Of course. We have multiple-line high-speed fax machines and dedicated post office boxes to accept all types of registrations. All data entry is done by our in-house customer care team for accuracy and quality control. Forms are entered directly into the master database on the web, so your reports and lookups are up-to-the-minute accurate. Back to Top 8. Do you accept phone registrations? In rare cases, yes. However, note that most event producers have discontinued phone registrations, since the online method is widely accepted and much more cost effective. Hotel reservations are accepted over the phone. Back to Top 9. Do you provide customer service? Absolutely. RHQ's customer care team is highly trained, friendly, and knowledgeable. We offer outbound and inbound telephone and email customer service for registration problems and questions. Back to Top 10. How do you handle registration fees and other monies collected? We do not deposit any funds into RHQ accounts! It is your money and you deserve to have immediate access. When taking registrations, we will use your internet-enabled merchant account for credit card transactions, and we deposit checks directly into your checking account. Or, if you prefer, checks can be forwarded to you for deposit by your accounting department. Back to Top 11. How do you account for funds that have been collected? RHQ has the most advanced funds tracking system in the business. Daily reports allow your accounting department to quickly reconcile bank deposits with registration records. We actively work with our clients' accountants and CFOs to insure accurate financial reporting—and they come back year after year. Financial information (and all other reports) are available online on a 24/7 basis. Varying levels of password protection lets you decide who will have access to reports. Back to Top 12. Do you accept purchase order registration payments? Yes, purchase orders are one of our specialties! Having done purchase orders and 1556 forms for many years, we know the ins and outs and how to make them work for you. We have several clients in education and government that rely heavily on this type of payment. We even produce invoices and help with collections after the show. Back to Top 13. How do you confirm registrations? Internet registrants get an immediate email confirmation upon successful completion of the registration session. Most clients also have us produce and mail confirmation letters or post cards to registrants who have submitted paper registrations (fax and mail) without an email address. Back to Top 14. Tell me more about your registration system. At RHQ, we specialize in customizing our programming to meet your needs. We do not use a "one-size-fits-all" packaged system—the registration system we create for you will function in a way that makes the most sense for you and your attendees. RHQ customization means that we will go the extra mile to make sure your registration setup will accomplish everything you need. This includes membership lookup and verification, exhibitor badge allocations, custom demographic profiles, session capacity management, and much more. On the hardware side, our registration systems are built on secure and reliable SQL databases running on redundant Linux servers housed in our office. We employ multiple high-speed Internet connections, power protection for all servers, and daily off-site backups. Back to Top 15. Can you integrate my membership database with your registration system? Yes. We will set up a custom database and integrate the records into the registration process to verify membership for access and/or pricing. Also, we can coordinate with your IT department to automate data transfers so that the most current data is always available. Back to Top 16. Can you track exhibitor badge allotments? We provide this service for many of our clients in several different ways. Some are simple (i.e. 4 badges per booth) and some are quite complex, calculating allotments based on exhibit square footage, membership type, or even sales volume. Back to Top 17. We do promotional emails and mailings during the preregistration process. How can RHQ help? We have several ways to help you market your event and communicate with prospects and attendees: - Email marketing and newsletters - Customized name and address ascii downloads directly to your mailing house - Mailing labels - Custom merged letters - "Blast" faxes Back to Top 18. Please describe your event on-site services. When it comes to on-site services, our expertise sets us apart! Speed, efficiency, and accuracy means short waits for attendees and no headaches for you. Temporary staff personnel throughout the country have consistently praised RHQ's on-site software as being the best for ease of use and processing speed. Here are some of the highlights: Equipment and Software - On-site workstations with connection to the Internet - Standard ethernet is sufficient, no need for an expensive T-1 line - Can handle multiple registration sites if required/desired - No need to close database prior to the opening of the event - Backup server with automatic "fail-over" to keep registration running if there are internet connection problems at the event site - Typist stations (computer/monitor), keyboards with slot to swipe credit cards - Data input screen designed for maximum efficiency and fast service - Cash drawers for stations handling money transactions - High-speed thermal badge printers produce attractive, easy to read, economical paper badges - 2-D barcodes for lead retrieval Registration Area - Will-Call stations—fastest service for preregistered attendees - Fast look-up and badge printing process, can also do badge corrections - On-site registration stations with full entry of on-site registration form and payment processing (CC, Check or Cash) - Badge printers can be shared among several typist stations - All typist stations can handle will-call and/or on-site registrants; as the line for one function grows, more stations can be dedicated to service that line Staff—RHQ on-site supervisor(s) are responsible for: - Set-up and maintenance of computer equipment - Training and supervision of typists/cashiers, badge handlers and line monitors - RHQ supervisors are ACTIVE in the dealings with registrants, minimizing the need for your staff to work in the registration area Back to Top 19. What about on-site reports? Our on-site systems use the same databases as during preregistration. All of the inquiry and reporting tools that you used before the event are also available during the event. That means you can pull any report from any internet-connected computer at any time, day or night! For financials, we will balance the cash drawers and present your accounting staff with reconciled deposit reports at the close of registration each day. Back to Top 20. What lead retrieval services do you offer? RHQ's exhibitor lead retrieval service is based on the use of a 2-D barcode on every badge. This small "PDF" barcode actually contains complete registration data for the attendee: name, address, phone numbers, and email. We can also include demographic profile if you wish. Please see our Lead Retrieval Page for complete information. Back to Top 21. What happens after the event? After the event our customer care post-event specialists work to "clean up" any issues that might have occurred on-site. This frequently involves such items as refunds, duplicate purging, invoicing, and the like. Depending on the nature of the event, this could take as little as one week, or as much as several weeks if there are purchase order payments to pursue. Back to Top |
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