Registration and Accommodation
First and foremost, your event is all about your delegates or guests. They are the heart and soul of your event and the people we need to impress. We believe that the experience begins as soon as your delegates learn about your event.
Arinex is well versed in the art of communicating to delegates, from the first marketing communication all the way to on-site registration. As the face of your event Arinex will ensure that your delegates experience a smooth running registration process to ensure that your event is truly exceptional.
Attracting delegates to your event is made easier when you are able to secure and thus offer them quality accommodation to suit not only their tastes but their budget as well. Why not take the stress and risk out of accommodation management with the use of our Accommodation and Housing Bureau?
Our team will work with you to develop the best accommodation options for your event using our nationwide hotel knowledge and buying power as well as our extensive database of conference history to guarantee accuracy of room blocks.
Registration and Delegate Service Solutions
Our Registration and Delegate Services package incorporates complete registration management including:
Experienced Online Registration and Booking Services
- Secure Socket Layer (SSL) technology and 128-bit data encryption to protect personal information and credit card details.
- Ability for delegates to amend their own information, print confirmation letters and tax invoices
Quality Customer Service
- A team of experienced, friendly staff and extended office hours to answer enquiries
- Dedicated email address for your event-related enquiries and correspondence
- Set up of a Registration Form website and link to your website
- Instant confirmations and prompt turn-around times
- Management of group registrations
- Live real-time reporting from the database at any time of the day or night
- Obtain reports such as delegate lists, statistics on delegates and excursion lists through an online interface.
Financial administration and reconciliation
- Total management of receipt and processing of registration payments plus data integrity
- Accurate funds processing and financial reporting.
During the Event
- Qualified experienced onsite staff (including many languages in-house)
- Automated onsite registrations
- Name badges and tickets printing including ability to produce photo ID and advanced technology encoding name badges with attendee’s information (RFID).
- Co-ordination of transfers and accommodation management
- Full financial reconciliation of accounts
- Management reports as required
We contract the hotel directly and manage the risk – leaving you free to manage other aspects of your event. Our proven processes will not only save you time, but as they are streamlined, our team will provide your delegates with the personalised touch crucial for ensuring that they don’t lose a night’s sleep whilst attending your event.
Our Accommodation Management services include:
- Linking into our reservation system allowing delegates to book via the website and receive immediate confirmation of bookings 24 hours, 7 days a week.
- Securing room blocks to maximise affordable rates
- Online website access to include value-adds such as hotel fact sheets, photos, accommodation maps and tourism information.
- Management of VIP arrangements from amenities through to special needs and room drops
- Negotiation of value adds to delegates including welcome drinks, transport passes and in room services