Event Registration Options for Advancement Events

This page describes registration options for L&S units who organize advancement events.

Accepting registrations for events is a common need for departments, schools, and centers in the College of Letters & Science. Below, the document lists options for free and paid events. The systems include popular platforms that are accessible to staff/faculty in L&S.

Free Events
  • Qualtrics is a survey platform primarily used by researchers. However, it is an effective event registration tool, and campus holds a license that makes the service accessible to campus users at no additional cost. The platform can manage lists of invitees, and lists can be segmented based on criteria within the survey. The system can be programmed to send reminder emails to those who have not responded or send a reminder to expected attendees.
  • The Wisconsin Foundation and Alumni Association accepts registration for a limited number of events for alumni and donors. The primary purpose of the activity must be engagement, cultivation or stewardship of UW alumni, donors and stakeholders. Before making a request for support, please read the full criteria for events on the Advancement Resources website, and discuss your event with your department's administrator or financial specialist and the L&S Business Office.
Events with a Registration Fee
The methods of registration for events with a participation fee are more limited. Options include either handling the receipt of revenue through your department/school/center or using an intermediary. Each method of payment is subject to university regulations that dictate specific requirements for the handling of revenue. Before accepting payments or working with an intermediary, please work with your department administrator or financial specialist, along with the L&S Business Office.

Accepting Payments in Your Department
  • Accept payments by check or ACH/Wire. Checks are currently the easiest method to accept revenue from events. Information on check and ACH/Wire deposits is available on the Business Services website.

  • Become a credit card merchant with a physical credit card terminal. This option allows for credit cards to be accepted over the phone and in some cases, by mail. Please learn about the costs and PCI compliance requirements from Business Services and work with the L&S Business Office to establish whether this is an option for your department.
  • Set up an e-commerce storefront with CashNET via Business Services. If your volume of events is high, it may be most cost effective to create a storefront that can accept credit cards. There is an initial investment required in addition to nominal monthly fees, and annual staff training is required. Please work with the L&S Business Office to establish whether this is an option for your department.

Accepting Payment by Intermediary

  • The Wisconsin Foundation and Alumni Association accepts registration for a limited number of events for alumni and donors. The primary purpose of the activity must be engagement, cultivation or stewardship of UW alumni, donors and stakeholders. An administrative fee of 2.5% is assessed on registration income, in addition to a 3.5% credit card processing fee, as of July 1, 2016. Before making a request for support, please read the full criteria for events on the Advancement Resources website, and discuss your event with your department's administrator or financial specialist and the L&S Business Office.

  • The Wisconsin Union offers comprehensive event management services. Their standard package charges $10 per registrant plus additional transaction and registrant fees, as of July 1, 2017.

  • UW-Extension Conference Centers offer registration assistance with a variety of packages. The minimum cost is $10.25 per registrant, as of July 1, 2017.

  • The College of Agricultural & Life Sciences offers conference services, which includes registration assistance and many other types of planning and event support. Contact CALS for a free consultation.





Keywords:event, events, registration, fundraising, development, reception, lecture, payment, tickets, revenue, RSVP   Doc ID:74630
Owner:Alissa K.Group:College of Letters & Science
Created:2017-07-14 14:51 CDTUpdated:2018-04-06 14:21 CDT
Sites:College of Letters & Science
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