Conference Registration Procedures
Online Registration
Star Island provides an online form in which individuals can register for a conference, pay room and board deposit and pay conference programming fees. This information feeds directly into our database. Conference Registrars will have access to this information either through reports sent by the Island Registrar, or by accessing our database system (reference the Star Island Raiser’s Edge for Registrars Manual for instructional use).
Reserving Space for Conference Speakers and Staff
Make sure that you have a list of all conference speakers and staff to make sure they register. Let the Island Registrar know how many spaces to set aside for staff and speakers before the conference goes to wait list.
Minister of the Week
The name of the Minister of the Week and guest should be instructed to register for the conference via the Staff/Speaker/MOW registration option. We provide room and board, which includes ferry transportation if traveling aboard the designated conference ferry for the minister of the week and one other person. All other charges (parking, lobster, etc.) must be paid by the conference or individual. The minister and family should be given priority for Parsonage accommodations, unless a conference requests otherwise, or the minister of the week wishes or needs different accommodations. When multiple conferences are sharing the island, conference registrars should work together to ensure the best housing plan for multiple ministers of the week – it is expected that the Parsonage will be shared, as it has three bedrooms and a common space.
Acknowledgement and Welcome Emails
After a conferee registers, they will receive an acknowledgment email. This email contains some important information from Star Island. It typically does not provide any information from the Conference, nor does it confirm any acceptance into the conference.
Every Conference must have a method in place for communicating with conferees after they register with Star Island to let them know they are accepted into the conference, share important information, and make them feel welcome and informed.
Sample welcome email
Review and Accept Registrations
- Follow up on questions from registrants or unclear information on their registration (Arrival/Departure Time and Boats/MMRF/Discount Eligibility).
- Send acceptance/welcome email to the registrant
- Mark each registrant ACCEPTED in Raiser’s Edge after you have sent your acceptance email.
An acceptance, once sent, is difficult and embarrassing to rescind. Thus, it is important to make a final check of the registration data before sending the acceptance/welcome email. Any registrant who is not accepted will be refunded registration fees (deposit and programming fee).
Final Registration Checklist
- Minor Medical Release Form (Have forms sent to Island Registrar)
- Late Arrival and Early Departure dates for COG’s are have been communicated to the Island Registrar or correctly noted in Raiser’s Edge.
- COG boat arrangements have been reserved and have been communicated to the Island Registrar or correctly noted in Raiser’s Edge.
- Correct STATUS entered in Raiser’s Edge (Accepted, Cancel, Waitlist)
Wait List
It is important to be sure that those placed on waitlists are encouraged to persevere if there is any reasonable likelihood that they will finally be accepted. Therefore, the following suggestions are made:
- Be sure to inform people promptly when they are placed on a waitlist. The online portal will notify registrants if the conference is full and only accepting waitlist applications.
- Keep those on the waitlist up-to-date regarding both their position on the list (first, second, third, etc.) and their chances of being accepted.
- As the dates for your conference approach, reassess your situation. If you have a waitlist at that point, touch base with enough people to cover possible cancellations by knowing which waitlisted individuals are still available to attend, and be prepared to make last minute calls.
- If/when you know that there won’t be room for individuals on the waitlist, please encourage them to come to a different conference. Work with the Island Registrar to come up withe a few options to best fit the registrant.
- If someone wants to remove themselves from the waitlist, refunds will be provided promptly.
Refusing Registrants
The Chief Executive Officer and Island Manager are authorized to require conferees to leave the island or to refuse registration in response to a person who exhibits behavior which causes disruption of a meeting or of our island neighbors, creates a threat to the health and safety of others, violates policies, violates the law, and/or causes damage to island. Usually, action of this kind is taken only when required to enforce minimum, necessary standards. The Star Island Corporation will hold a confidential list of people not permitted on Star Island. If a registration is received from someone on the confidential list, you will be notified by the Island Registrar. The registration will be held pending if a resolution can be made.
When conference rules are broken or a behavioral problem develops which is primarily of concern to the conference, the conference officials may take appropriate action. This may include refusal of registration in future years. Such situations should also be brought to the attention of the CEO or Island Manager, who will intercede if the situation is so acute as to require immediate action. Cooperation between the Star Island and Conference Officials is important in resolving matters of this kind.