Online Event Registration – ePly Services Newsletter

 

 

 

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Five ways to collect payments when using online registration.

Disadvantages

Cheque

Pay by cheque works in a similar way as cash except the
system will usually tell participants who to make the cheque
out to and where to mail it. The online database will show
event planners who will be sending a cheque and for how
much. As the cheques arrive the event planner can update the
database with the paid amounts.

Advantages

Disadvantages

Credit Cards – Automatic

Credit cards are probably the method most people are
familiar with when using online registration. Participants
enter their credit card information and click �submit� to
start the processing. If the transaction is approved, funds
are automatically transferred to the event planner�s
account, the database is updated with the status of the
transaction and the participant receives an emailed receipt.

Advantages

Disadvantages

Credit Cards – Manual

A variation on automatic credit card
processing that you may want to consider is to securely
collect credit card details online and send them to the
event planner without processing the transaction at the time
of registration. When this type of service is used the event
planner processes the credit card the same way they would if
obtained via fax or mail using a standard merchant account.
Although this system is more labour intensive, it can be
more cost effective than automatic processing for smaller
events while still getting a firm commitment from
participants. Once processed the online payment report can
be updated in the same way as with cheques.

Advantages

Disadvantages

Request an invoice

Before issuing a cheque, some companies may require an
invoice for accounting purposes. This can be added as a
payment option on the online registration form.

When a person selects �request an invoice�
and submits their registration, they will have an electronic
invoice detailing the transaction emailed to them. They can
then print the email or simply forward it to the appropriate
people. The online payment report will show who has been
invoiced, including the amounts owing. Again, event planners
can update the report when the payment is received.

Advantages

Disadvantages

Follow the link below or
contact us
directly for more information about payment processing.

Additional Payment
Processing Information.

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• Easy to set up.
• Will allow people without credit cards
  to register.

• �No shows� may increase if people have
  not prepaid.
• Collecting the money, making change and
  writing receipts may create line ups at the event.

• Easy to set up.
• Can collect payments before the event
  to make sure people attend.
• Good if you expect some people don�t
  have credit cards or if you are dealing with businesses
  whose accounting departments prefer to pay by cheque.

• Manual labour is involved to cash
  cheques and update the online database.
• Risk of cheques bouncing.
• If registrations are permitted to come
  in up until the a few days before an event some people�s
  cheques could be �in the mail� when the event takes place.

• Participants know right away if their
  card is accepted.
• Event planners are assured the
  participant has paid and doesn�t have to follow up on bad
  cheques, or decline credit card numbers.
• Very little labour is required as funds
  are deposited directly into the event planners account and
  the online payment report is automatically updated.

• Setup time can be several weeks by the
  time the necessary accounts are opened.
• There are fees to pay the bank, the
  gateway company (the company between the bank and the
  online registration vendor that is required to facilitate
  the transaction) and the online registration vendor.

• Can use an existing standard merchant
  account.
• Quick and easy to set up.
• Bank fees can be lower and no gateway
  company is required.

• Requires manual labour to process the
  transaction and to update the database.
• Event planners may get some declined
  cards and have to send time contacting participants to
  collect payment.

• Allows people who need an invoice to
  still use the online registration system.
• Saves event planners a lot of time as
  they don�t have to create and mail the invoices.

• Not as efficient as using credit card
  transactions, but may be necessary depending on the
  participants registering.

Using online registration has many
advantages for event planners and event participants. This
is especially true when an online registration system can
help deal with collecting event fees. There are several
different payment options to consider when setting up your
online registration system and each has advantages and
disadvantages for different types of events. Below is a list
of five different payment processing options.

Five ways to collect payments using online registration:

Cash

Cash is not the most common option for dealing with event
fees when using online registration, but it does have its
place. If there is a small fee to attend an event that can
easily be collected at the door, allowing people to pay by
cash can be a good option. When people register, the total
owing will be calculated based on what selections they make
and recorded in the database. Participants will usually be
reminded how much they owe in a confirmation email. Event
planners are able to print a payments report to take to the
event showing how much each person owes.

Advantages