REQUEST FOR SERVICES
Below is a sample copy of the request for registration services by GSA Headquarters. 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.
Click here to download the form. This request should be downloaded, filled out, signed, and faxed to your assigned Meetings Coordinator (Lindsey Henslee, firstname.lastname@example.org, or William Cox, email@example.com).
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 your assigned Meetings Coordinator (Lindsey Henslee, firstname.lastname@example.org, or William Cox, email@example.com) both at (303) 357-1070.
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.
|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); field trip badging, rosters, dietary special needs, and field safety document support; on-site registration management.|
|Registration Fees||Amount Payable to GSA|
|Fee per professional registrant||$30|
|Fee per student, guest, K–12, and complimentary registrant||$15|
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||One Field Trip and Short Course information mailing (for additional information) Work with the Field Trip Chair in a support role.|
|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. Close out all invoicing and payments following the meeting.|
|Section Support||Web site announcements, IT, Media, & Financial service support. GSA Today 1st & 2nd announcements. Email blasts for important reminders.|
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||Complimentary hotel rooms for the on-site GSA’s Meeting Staff as outlined in the “Section/HQ MOU.|
|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.|
|On-Site Registration Staff||Registration support (I.E. 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 between GSA Meetings Coordinator and Section Student Volunteer Chair.|
|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||Mailing of Field Trip badges and support materials.|
Additional GSA Service Fees
|The following charges are fees to plan for when pulling together your budget.|
|Production of Program Book||$12 per page. Example: a 24 page program costs $288 to prepare for print, and web sites.|
|Printing of the Program||approx.. $1.30–$1.70 per book printed. Unable to give exact cost because fee is based on size of book, and quantity being printed.|
|Technical Session signage (SuperStats)||These are elective charges. Each section meeting decides if they want these signs to be produced.
$9 ea. for 24" × 24"
$3 ea. for 11" × 17"
$30 for electronic file
|Additional requested informational signage||Another elective charge.
$9 ea. for 24" × 24"
We look forward to working with GSA staff to produce another excellent Section Meeting!
Section Meeting Chair
Accepted for GSA Headquarters Staff:
Vicki McConnell, Executive Director
The Geological Society of America