The method of registration that you use for your event will depend on your intended participants:
- Registration for Participants from the Rotman Community
If your audience contains only members from within the Rotman Community (current students, faculty and staff), the Club Event Registration Tool may be used for event registrations.
For non-payment registrations: The two club members who have access to the Club Email address can access the Club Event Registration Tool on the HUB through the Student Club tile. Detailed instructions for the Club Event Registration Tool can be found in Appendix IV.
For payment-required registrations: Contact you Club AD to set up a event registration site with payment for your event.
- Registration for Participants from Outside the Rotman Community
If your audience contains members from outside of the Rotman Community, you will need other tools for registration.
For non-payment registrations: The two club members who have access to the Club Email address may create a RSurvey and set the filter to allow anyone to respond to it.
For payment-required registrations: The Rotman Events E-Invitation System may be used. Alternatively, Clubs can set up their own payment system using an external payment method such as Paypal.
The E-Invitation System can be accessed through the Program Coordinator, Student Experience & Events. Clubs should be aware that, in some cases, there may be a minimal fee associated with the use of the E-Invitation system. Details can be discussed with the Program Coordinator, Student Experience & Events.
Note: Cheque requisitions from online payments through RWorld or E-Invitation System require 3-4 weeks to process. Be sure you have sufficient funds to cover costs if vendors require payment up front. Otherwise, registration must close early enough to allow time for cheques to be issued. Discuss with the Program Coordinator, Student Experience & Events ahead of time to plan accordingly.
Additional points to keep in mind when you are reviewing the registration for your event:
- Pre-determine your break-even point or event cut-off – if you only have 5 people registered for an event two weeks before the event then you may need to think about canceling it. A low audience turn-out creates a poor experience for everyone in the room and will not advance your Club’s objectives.
- You will have no-shows – there will always be a percentage of students or participants who will not show, even if they have registered. If 100 people are registered, most likely 70 – 80 will attend. When you are gauging your space and material requirements you will want to keep a small no-show percentage in mind.
¹ Timing Note!
Different audience groups will require different amounts of notice in order to schedule attendance at an event – however you should always err on the side of a longer lead time (minimum of 4 – 6 weeks) with appropriate event reminders leading up to the event.