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GSA Meeting Registration
Section Request for Registration Services
A description of services provided by
GSA is listed in this document. This document includes a table specifying
the registration services provided by GSA and those required by the
section and local committee. Please use the link at the bottom of this
page to save, update, and print a WORD version of this request form.
The document should be filled out, signed, and faxed to William Cox,
GSA Sr. Meetings Coordinator, at (303) 357-1072.
Dear Jack,
The GSA ___________________________________
Section Meeting is scheduled for
____________________________ (Date),
_________________________________________________(Meeting
Property) in ________________________________________________ (City,
State).
I am writing to request the registration
services of GSA staff as described in the following table. As in past
years, payment for these services will occur once GSA completes the final
reports on the meeting at which time GSA’s Financial Services Department
will transfer funds from the Section to Headquarters accounts.
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| Registration
Services |
| Design of the registration form (consistent
for both print and electronic media); receipt of registration forms;
processing (including deposit of checks, processing of credit cards);
financial reporting; statistical reporting; production and distribution
of confirmations; preparation of badges and tickets; preparation of
registration packet (badge holder, tickets, miscellaneous registration
announcements); on-site registration management. |
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Registration Fees
Fee per professional registrant
Fee per student, guest, and complimentary registrant |
Amount
Payable to GSA
$27
$13 |
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Registration
Services Details |
| GSA Meetings Coordinator |
To manage the planning and implementation of registration
requirements and services (including on-site management) |
| Pin/Clip Badge Holders/Stock |
Supplied for all registrants using GSA standard badge
stock and holders; special order badge
stock and holders can be provided at an additional charge |
| Confirmations |
E-mailed, faxed or mailed |
| Field Trip/Short Course Mailing |
One Field Trip and Short Course information mailing
(for additional information) |
| Registration Marketing |
Assistance creating registration marketing/promotional
text. |
| Data Entry |
Registration data entry (pre and post meeting). |
| Cancellations and Refunds |
Cancellations and refunds will be handled based on
specified deadlines and guidelines. |
| On-line Registration |
On-line registration from GSA's Website, including
form set up, processing, and linking to other sites. |
| Registration Forms |
Pre-Meeting and On-site registration forms (production
and printing) |
| Committee Support |
Committee support and communication. |
| Statistical Reports |
Statistics using GSA's standard reports will be sent
to general chairman on a weekly basis along with a post-meeting report
(please allow ample time for final reports). |
| Financial Reports |
Financial reporting and audit trails using GSA's standard
reports. |
| Section Support |
Web site announcements, IT, Media, & Financial
service support. GSA Today 1st & 2nd announcements. |
|
Registration
Support to be Provided by Section |
| The following furnishings, materials,
supplies, equipment, direct costs and personnel will be provided or
paid for by the Section in support of registration services requested
from GSA. |
| Lodging |
One complimentary hotel room for the on-site GSA Meeting
Staff for the duration of the meeting, one night prior to registration
opening and one night after registration closes. |
| On-Site Registration Equipment |
Up to 6, 6-foot draped tables, 10 chairs, 4 electrical
outlets, 1 telephone line. Specific quantities and final floor plan
to be determined. |
| Registration Staff |
Registration workers (usually student or departmental
volunteers) for the duration of the meeting. Specific numbers of workers
and schedule to handle peak demand to be determined in consultation
with GSA Meetings Coordinator. |
| Freight and Delivery Charges |
Shipping, forwarding and handling charges for registration
materials sent to the meeting site (GSA pays for return shipment of
remaining registration materials). |
| Postage |
Postage charges for mailing badges of pre-registered
attendees at a per-person rate (Section has the option of mailing
or distributing badges on-site). |
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We look forward to working with GSA staff to produce
another excellent Section Meeting!
Sincerely,
Section Meeting Chair
Accepted for GSA Headquarters Staff:
___________________________________________________________________________
John W. Hess, Ph.D., Executive Director, Geological Society of America
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