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With Velocity, Seamless Program Registration and Lead Retrieval is Just a Click
Away!!
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Let Velocity take the registration worries out of your next program. With our customized
online, web-based registration, your attendees can register faster and easier than
ever before. The web-registration can be linked to your website or ours, but in
either event, you'll have detailed, up-to-the-minute information in reports that
you'll understand, because you'll design them. Did you know that Velocity has the
only fully customized registration program out there? Yep...no canned programs here.
Our customized programs are more cost efficient, more user friendly and provide
more information than "canned" programs. Additionally, Velocity can assist you with
your entire registration process, from invitation design to mailing, to registration
to manning the registration area on-site. We do it all for you.
Velocity Meetings & Entertainment utilizes a combination of Access database programs
and bar coding programs to enable you, our client, to determine which of your clients
have signed up for your program, who's checked in and who's been on your meeting
or show floor. Velocity will build your Access database to your specifications and
provide you with the comprehensive reports that are most meaningful to you. Velocity
will track registration responses either through a system of having those responses
come directly from the registrants or as received from the Client. Utilizing state-of-the-art
programs, Velocity will build your Access database to your specifications. Your
database can include a wealth of information about your customers and meeting attendees.
Once the database is built according to your specifications, Velocity will build
custom reports based on your criteria. All reports can be issued on an "as needed"
basis by Velocity to Client during the entire registration process.
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Lead retrieval
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Velocity can dovetail registration databases with our lead retrieval system to track
your registrants. As Velocity prepares your attendee badges, each badge is bar coded.
As your customers enter your show floor, educational conference or meeting, their
bar code is picked up by scanners at the door. In this way, Velocity can provide
you with up to the minute lists showing you who has attended your program. Bar Coding
can be utilized in a variety of other ways as well. It can be used to provide security
on a show floor (such as a jewelry trade show). It can be utilized as a means of
keeping track of attendees whereabouts and issuing continuing education certificates
and training certifications. It can assist in the provision of accurate head counts
for food and beverage charges. Finally, it can be dovetailed with a sales barcoding
system which you can utilize in the selling of product in trade shows.
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Benefits of Bar Coding
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Bar codes offer the simplest, most accurate, cost-effective method of data entry
and collection. Compared to manual entry methods-which possess an error rate of
one in every 300 characters entered-bar coding is virtually error-free. With less
than one error per one million characters entered, bar coding offers numerous advantages
over traditional, manual methods of data entry. Bar codes can be printed at a low
cost with a wide variety of printing techniques. Symbols can be scaled to suit particular
requirements, can be printed at very high speeds, and can be read by a variety of
readily available reading/scanning equipment. Bar codes offer exceptional security,
minimize errors and offer highly successful first-time read rates. Scanning a bar
code brings speed and productivity improvements, and real-time data interchange
(via radio frequency scanning equipment) allows timely information to be accessed
almost instantly while the data is still current. Bar codes are frequently printed
with human-readable text, which allows for simultaneous automatic and human decoding.
Additionally, reduced labor costs, improved organizational productivity and profitability
can be realized with the implementation and use of a bar coding system. Any process
or procedure that involves manual entry can be made faster and more accurate by
using bar codes.
Summary:
- Accurate data collection
- Faster data entry
- Real-time collection and dissemination of data
- More effective use of human and physical resources
Elimination of manual data entry/retrieval systems Bar codes typically employ a
parallel arrangement of varying-width bars and spaces, arranged in a particular
pattern to incorporate data. Both the black bars and white spaces in bar code symbols
are used to enter and decode data. While some bar codes use the bar height and/or
diameter to incorporate data, linear symbologies are the most common form of bar
codes in use today.
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The Velocity Bar Coding System
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The registration area will use a standard PC, with a connected small-format label/receipt
printer. A master database of trade show attendees will be maintained on this PC,
using a Microsoft Access database structure. Custom forms and reports will be included,
allowing printing of registrant badges and on-site check-off reports as attendees
complete registration. A docking station will also be attached to allow uploading
of attendee information from the hand-held terminals used at the entrance door locations.
The database will allow tracking of attendees and will be integrated with the registration
data.
The trade show area will use a standard PC with a similar docking station attached
for uploading orders from the hand-held terminals used by the sales representatives.
A master database of attendee orders will be maintained on this PC, using a Microsoft
Access database structure. Each hand-held terminal will store the attendee orders
and print a receipt via infrared (wireless) link to a portable receipt printer.
All electronic designs (database structures, flowcharts, program code and documentation)
will be transferred to Client upon completion of the project. Velocity will maintain
an archive for additional work or related projects as they become necessary in the
future. The payment schedule for the project is as follows. A purchase order and
project kick-off payment will be required before work can commence.
The program includes rental of industrial quality equipment, designed to handle
the rigors of portable use. All hand-held data terminals have integrated laser scanners,
eliminating any cords or wires from becoming tangled during operation. The hand-held
data terminals and portable printers utilize IRDA (wireless) communications to eliminate
troublesome cable connections. A spare label/receipt printer for the attendee badge
area has been included to provide one level of redundancy for this critical portion
of the project. Due to the multiple hand-held terminals and portable printers selected,
redundancy has already been achieved for the remaining areas of the project.
Once the programmer has completed their programming of the software, they will test
the complete system using the specifications and features supplied by us. A pre-show
meeting, at a location and time to be determined, will be used to demonstrate the
system and to collect required changes to meet the requirements of the project.
Any software changes will be made at the pre-show. The programmer will also be on-site
at Client's venue to assist with the installation, configuration, testing and operation
of the system inside the hotel to make sure that all transmissions are properly
received no matter what their location on the floor. The labor charge for this tech
is included in the software purchase price. It is critical that this technician
be on-site to insure that the system works properly.
The software package, including databases and executables, is guaranteed to meet
the approved software specifications. If during the operation of the software, we
identify problems that cause the system not to perform to specification, the technician
will provide immediate service to remedy the problems and ensure compliance with
the software specification. If additional features are needed after approval of
the software specification, that additional work will be an additional cost to us
for software specifications and configuration.
Summary
Velocity is your single point source for all your registration needs. We can print
your invitation and registration form, provide you with a dedicated 800 number for
faxing registration forms directly to Velocity or can utilize one of our web registration
programs for online registration, can build your database and track your registrants,
provide you with bar coding for a variety of uses in your program, print your badges,
man your registration desk, print additional badges on site, provide updated reports
of the entire registration process at your request in real time and give your attendees
the registration experience you want them to have --- fast, efficient and friendly.
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