Registration & Housing
At Showcare we have years of experience in providing registration and housing services. By combining housing and registration into one integrated process you will not only provide a seamless experience for your registrants but you will also maximize your hotel room blocks, minimize attrition risks and dramatically reduce costs to your organization. Don’t just take our word for it, let us show you how.
Online & Onsite Registration
Leading event producers and industry associations rely on Showcare Event Solutions to deliver the most powerful set of features available in the industry. We constantly evolve our software and services to meet the ever-changing needs and provide the functionality required to manage each stage of your event registration process. Our software solution provides our customers with powerful self-authoring & marketing tools, complete management of incoming and outgoing communications or correspondence, and extraordinary access to event and financial data. In addition, each function is seamlessly integrated between all data touch points over multiple events or years. With automated alerts, flags and status updates the system and inform the user when it is time to act, thus providing a much more proactive approach to managing event data. The single unified platform provides a superior architecture which allows for continuous enhancements as new modules are developed and “plugged-in”. Overall our solution will provide our clients stability, accountability and immense flexibility whether it be before, during or after the event.
Registration sites can be accessed from mobile devices, and mobile specific simplified registration sequences can be created for efficiency and optimized formatting.
Reward your participants that register in advance by allowing them quick entrance to your event through our “self-service” kiosk style check-in system. This enables your pre-registrants to immediately scan the barcode on their confirmation, type their confirmation number or even search by email in order to immediately print their own credentials and verify their event attendance. Still have line-ups? We have a solution for that using our mobile check-in system. This handheld device allows registration staff to proactively approach waiting pre-registrants and scan or enter confirmation information remotely using wireless scanning technology. Attendance is immediately verified and credentials are printed to a nearby badge printing station.
Give your event participants the “do it yourself” ability by providing self-service registration at your next event. Our kiosk style self-registration solution allows your delegates to register with minimal onsite assistance. The intuitive kiosk style self-serve terminals make registration easy and efficient. Our experience shows that temporary staffing costs can be reduced, data integrity improved and on-site registration forms can be eliminated, dramatically reducing paper waste.
Essentially our administrative portal is an intuitive Customer Relationship Management (CRM) application that efficiently manages all registrations, hotel reservations, exhibitor leads, session & activities, finances, correspondence, statistical reporting, and much more. Through a secure login you can access the administrative portal from your internet browser anywhere in the world and run real-time, up-to-the-minute, statistical, marketing and accounting reports, or view, add or modify data at any level. In addition you can filter and export real-time data to create Excel reports at the touch of a button in order to further analyze results.
Badge Design & Production
Our in-house design team will customize a badge design to your specifications using event specific graphics and content provided by you. Badges can be designed using standard or non-standard paper or plastic card formats and can be produced using barcode, HF or UHF RFID tags. We provide complete mail-house services such as automatic folding & insertion as well as first class or bulk mailings from the US or Canada.
Hotel Reservation Management
Showcare Event Solutions integrated housing platform is a comprehensive, user-friendly system that lets attendees, groups, event organizers and hotels make, manage and maximize their event-specific hotel reservations with unmatched ease, speed and convenience. By combining event housing and registration into one process it will assist your group in filling the hotel room blocks for your meeting. By allowing attendees to seamlessly register for your event and reserve their hotel rooms at the same time you are providing them with a convenient and enjoyable experience. Online reservations provide the ability to track information about where attendees are staying as soon as they register for the event so important room block decisions can be made immediately. An integrated system will recognize that an attendee has registered but has not yet reserved their room. Tailored marketing messages and registration incentives can be sent to the attendee on demand in order to remind them of the benefits of staying within the group room block. By making it mandatory to register in order to reserve a hotel room for the event you create a greater urgency to register early. Therefore pre-registration numbers can increase and allow your group to receive more revenue from registration sooner, making it easier to make crucial decisions on guarantees, etc.
Hotel Contract Management
Let us put our years of experience and relationships to good use by assisting in the management of your hotel contracts. Whether you need a little assistance or a lot, we can tailor our services accordingly. We would be happy to prepare and manage your RFPs, develop your room block, negotiate with hotels or even act as a second set of eyes to review your contracts and make sure clauses are in place to cover your needs and protect you.
Registration & Housing Management
Whether you would like to take a more “hands-off” approach and have Showcare manage the entire process or you would prefer to manage things yourself and have us simply support your efforts, our team of professionals is committed to your success. Your dedicated Project Manager through detailed process works with you based on your needs to ensure each detail is carefully planned and executed. The assigned PM will provide regular consultation and coordination as well as lead our various service and implementation teams in the delivery of your event requirements. Let us put together a service plan that will guarantee results each and every time as well as meet the needs of your organization and event budget.
Resource Center (call center)
Showcare’s Resource Center is a sophisticated call center operation that goes well beyond just answering questions from incoming callers. Our agents are well versed in our applications and are able to handle phone registrations and hotel reservations surrounding the event in order to ensure that the experience is always a positive one. Equipped with an advanced digital telephony solution, we have tremendous flexibility in routing calls, creating custom messages, tracking calls and more. Callers have dedicated call routing into our call center where agents can answer calls in any of the following languages: English, French and Spanish. Event organizers can have peace in knowing that we are able to provide detailed reporting on call volume and can customize reporting around your marketing campaigns. Our customers can also take advantage of outbound calling from our Resource Center as an attendance promotion tool.
Room Block Management
From compiling group history and selecting a destination to determining the room inventory and developing the appropriate variety of hotel properties, an event organizers task list is seemingly never-ending. At Showcare Event Solutions our experienced staff is ready to help you plan your housing needs from beginning to end. Ask about our creative solutions to encourage booking within the block and minimizing attrition risks.