Pre-Launch Checklist for Your Meeting Registration

Before going live with your meeting registration, use this checklist to verify key configurations in the Meeting Wizard, Registration Form, Fee Schedule, Messages, and Attendee Self-Service areas. Focus on ensuring all details reflect your current event year, accurate pricing, and smooth user experience.

1. Meeting Wizard > Setup (Verify Event-Specific Configurations)

• Close Registration Date: Confirm the "Close Registration the Morning of" setting is correctly scheduled. If the event starts January 31 at 12:00 AM, set it to expire at 11:59 PM the day before (e.g., January 30). For 2+ days past the fee expiration, encourage updating this date for a good user experience. (Path: Meeting Wizard > Registration > Setup)
• Confirmation Email Templates (if enabled): If "Directions," "Calendar Import," "Social Media Sharing," or "Passkey" is enabled, review templates for missing merge tags. Update any relevant email templates. (Path: Meeting Wizard > Registration > Setup)
• Directions Address: If "Directions" is enabled, verify the address shows the correct location for this year. If unsure, update it. (Path: Meeting Wizard > Registration > Setup)
• Social Media Sharing Links: If "Social Media Sharing" is enabled, confirm links and messages are updated with this year's information. Update short links for Facebook and Twitter tracking if needed. (Path: Meeting Wizard > Registration > Setup)
• State Format for International Events: If this is an international event, set the "State Format" to either "Both Drop-down & Text" or "Text Only." (Path: Meeting Wizard > Registration > Setup)
• Notify Email Addresses: Confirm email addresses in the "Notify" list are comma-delimited with no spaces between them. Fix if needed. (Path: Meeting Wizard > Registration > Setup)
• Pay Later Step (if enabled): If "Pay Later" is enabled, confirm a Pay Later step exists in your Step-Based Registration setup. (Path: Meeting Wizard > Registration > Setup)

2. Registration Form (Test User Flow and Content)

• Full Form Test: Using the bookmarked URL at the top of the Control Center, test the entire form from start to finish.
• Validation for Member Rates: Confirm validation works as expected for member rates.
• Landing Page and Fee Display: If the form uses a landing page and that all paths display the appropriate fees.
• Messaging Accuracy: Review messaging throughout the form to ensure nothing references an old year, meeting, or location.
• Filtered UDFs: Test UDF questions with follow-ups (e.g., "Other" on a drop-down should trigger a text box). Confirm this logic works.
• Add-on Fees: Confirm the correct add-on (option) fees display for each registrant path (e.g. a member-only add on does not display to non-members).

3. Fee Schedule (Review Pricing and Promotions)

• Fees Overview: Review all fees—set promotion codes if needed, ensure no promotion codes are set for option fees, and validate member rates (if flagged). Confirm fee descriptions are accurate and reference this year's meeting.
• Discounts Logic: For each discount, ensure the "Fee Section" is set if it's for a specific fee. For group discounts, check logic (e.g., not set to minimum if unintended). Test on the live form to verify it applies the correct amount per person or group total

4. Messages (Update Confirmations and Thank-Yous)

• Email Confirmation and Thank-You Messages: Review HTML confirmation and thank-you messages. Confirm dates are current, graphics are from this year's meeting, and subject/"From" fields have no outdated info. (Path: Meeting Wizard > Registration > Messages)
• Group Registration Messages (if enabled): If group registration is allowed, review the Additional Registrant (HTML) message. Confirm any updated info reflects this year's details. (Path: Meeting Wizard > Registration > Messages)

5. Attendee Self-Service (Test Post-Registration Features)

• Basic Navigation Test: Before launch, test by navigating to an attendee record, scrolling to the bottom, and clicking "Login as Registrant Self-Service." Review the full flow.
• UDF Display: Confirm only correct UDFs display (hide any that shouldn't via the UDF page's "Do Not Display to Attendees" option).
• UDF Order: Confirm UDF order matches the registration form. If not, go to the UDF page and click "Sync Order" at the top.
• Add Option Rates: Click "Add Option" and confirm appropriate rates display for the registrant.

Once all items are checked, your registration should be ready for launch. If issues arise, revisit the relevant paths in the Meeting Wizard. For platform-specific support, contact your Cadmium team.