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.
Request for Service
This request should be downloaded, filled out, signed, and faxed to your assigned Meetings Coordinator (Audrey or Courtney).
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 emailed to your assigned Meetings Coordinator (Audrey Heun, aheun@geosociety.org or Courtney Mino, cmino@geosociety.org).
Dear Melanie,
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.
| Registration Services |
| Design of the registration form (consistent for both print and online); 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; 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 and early career registrant |
$30 |
| Fee for all other registration categories including Field Trip only and Short Course Only Registrants |
$15 |
| Registration Services Details |
| GSA Meetings Coordinator/Planner |
To manage the planning and implementation of registration requirements and services, including the online registration form. |
| Pin/Clip Badge Holders/Stock |
Supplied for all registrants using GSA standard badge stock and holders. |
| Registration Confirmations |
E-mailed |
| Field Trip/Short Course |
Field Trip and Short Course information mailing to the leader, if needed. |
| 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. |
| Registration Forms |
Pre-Meeting and On-site registration forms (production and printing) |
| Committee Support |
Committee support, including regular scheduled committee meetings. |
| Statistical Reports |
Statistics using GSA's standard reports will be sent to local committee general chair 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, sent after the meeting. |
| Section Support |
Oversee all aspects of meeting planning, including attending the meeting as Registration Administrator.
Online posting/printing of first and final meeting announcements, IT, Media, and Financial service support. Implementation of RISE training and support.
|
| |
| 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 hardwired internet line. Specific quantities and final floor plan to be determined. |
| Registration Administrator |
Registration volunteers are requested (usually students or departmental volunteers) for the duration of the meeting. Specific numbers of volunteers and schedule to handle peak demand to be determined in consultation with GSA Meetings Coordinator/Planner. |
| 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). |
| Field Trip Postage |
Postage charges for mailing badges of pre-registered field trip attendees at a per-person rate (Section has the option of mailing or distributing badges on-site). |
| |
| Additional GSA Service Fees |
| The following charges are fees to plan for when pulling together your budget. |
| Production of Program Book |
$15 per page. Example: a 24 page program costs $360 to prepare for print, and web sites. |
| Printing of the Program |
approx.. $1.70–$2 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!
Sincerely,
Section Meeting Chair
Accepted for GSA Headquarters Staff:
_____________________________________________
Melanie Brandt, Executive Director and CEO
The Geological Society of America