Virtual Seminar Site Host Instructions

STEP 1: REGISTRATION & CONFIRMATION

Registrants will contact site hosts directly by e-mail to request attendance at the site of their choice.

1. Each site should determine seating / attendance capacity for their site.
   
2. Based on your site’s capacity, it is the site host’s responsibility to send registrants an email confirming their request to attend the session.

An example email:

Thank you for registering for APRA-Canada's professional development event on  – X-, 2008 from 12:00 p.m. to 1:30 p.m. EST.

As per your request, you will be attending the event at the following Virtual Seminar site location:

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Cheques only, payable to APRA-Canada. 

Payment for the event is $15.75 (including GST) for APRA-Canada members and $36.75 (including GST) for non-members.  Minimum cost is $31.50 (including GST) per site. 

Payment will be collected at the site, where receipts will also be issued. Please arrive 15 to 30 minutes before the session starts to allow for the processing of payments and receipts.
 
Thank you,

(Name of host)
(Complete address information and any additional details [room #, directions] that you want to provide)

Please keep a copy of the email confirming the registrants’ name.

If request for attendance at a site exceeds its capacity, please contact Tracey Church at tracey.church@lhsc.on.ca or Shannon Rafferty at srafferty@kciphilanthropy.com so that alternate arrangements can be made.

STEP 2: PREPARE RECEIPTS

Receipts are emailed with the site host instructions and are included as a separate email attachment. Please use these receipts for individuals who have cheques, cash or money orders.

To speed up the registration process you may wish to:

1. Print and cut out the receipts
2. Fill in the receipt with the name of the registrant and Virtual Seminar site location

Also emailed with the site host instructions is a template of an invoice, which can be used if deemed necessary by your organization. Please fill in all the relevant information and submit a copy to Mark Neilans, Vice-President, Secretary & Treasurer, APRA-Canada.

There is a minimum cost of $31.50 (including GST), or $15.75 (including GST) per member and $36.75 (including GST) per non member.

STEP 3: PREPARE MATERIALS

A few days before the Virtual Seminar you will receive an email with the presentation and dial in phone numbers and website. You will also receive an outlook calendar-meeting reminder from ReadyTalk (Virtual Seminar company), which will provide you with the dial in and log in instructions.

In order to prepare for the event, please print off enough presentations for your registrants.

Keep the dial in number and pass code in a safe spot.

If you are a site host, and did not receive either of these documents, please contact Shannon Rafferty at srafferty@kciphilanthropy.com.

STEP 4: COLLECTING PAYMENT

When collecting payment, please give each participant a receipt that was attached with your site host instructions email ($15 + ¢0.75 GST ($15.75 per member) or $35 + $1.75 GST ($36.75 per non-member).

PLEASE NOTE: Each site host must submit the names and institutions of everyone who attended at their site, to assist in the collection of payment. A site is not considered to have paid until all attendees have submitted payment. This information should be included with payment, or emailed to mneilan@uwo.ca

If the participant requests an invoice, please use the one that was also sent along with your site host instructions. The participant can send this invoice to their business office so that they can have a cheque sent to the APRA-Canada treasurer.

We request payment by cheque, but accept cash or money orders, if that is all the registrant has. If someone forgets their payment or shows up without a reservation at the site, they should be able to attend. However, get their contact information, so Mark Neilans, APRA-Canada Vice President, Secretary & Treasurer, can follow up with a request for payment following the event.

STEP 5: DIAL IN & LOG ON

Telephone instructions and log on information are sent in an outlook calendar meeting reminder a few days before the Virtual Seminar. Please sign in a few minutes before the Virtual Seminar is scheduled to begin.

If you experience technical difficulties dialing in, please contact our service provider, ReadyTalk, customer service line at 800-843-9166.

STEP 6: MAIL IN PAYMENTS

Send a list of participants with attached payments by mail to APRA- Canada Treasurer:

Thank you again for being an APRA Virtual Seminar site host. These Virtual Seminars could not happen without you!