Registration and Revenue Collection Services

IU Conferences provides registration and revenue collection through the Office of Conference & Event Registration Services (OCERS). Procedures established for processing registrations and handling revenues comply with the highest standards of Indiana University and with PCI DSS (Payment Card Industry Data Security Standards) and PA-DSS (Payment Application Data Security Standards). University units who host ‘pay to attend’ conferences, seminars, and programs are required by University directive to contract with OCERS to manage revenue collection.

OCERS maintains and hosts registration and revenue collection software for:

Events (conferences, workshops, fund raisers, job fairs and other activities)

Two levels of service are available:

  • Revenue Collection Only

    We will:

    • Assure compliance with PCI-DSS, PCI DSS and university policies and procedures governing information and revenue collected for people paying to attend a conference
    • Draft an on-line form to collect revenues only (client designs and manages registration information/IUC provides payment link)
    • Collect information on special needs; e.g. dietary requests, ADA special needs
    • Provide URL of on-line payment form that can be posted to the registration form; i.e. “Click here to submit payment”
    • Accept payments by check (bank lockbox), credit and debit cards (VISA, MC, AMEX, DISC), purchase order, bank transfer
    • Email registrant an immediate electronic acknowledgement of payment
    • Provide client with access to real time report of revenues collected
    • Refund registration fees according to a pre-agreed policy with the conference organizers
    • Monitor accounts for fraudulent activity, alert appropriate authorities and make adjustments in accounting
    • Distribute revenues to an account identified by the conference organizers, according to an agreed upon schedule
  • Registration and Revenue Collection

    We will:

    • Assure compliance with PCI-DSS, PCI DSS and university policies and procedures governing information and revenue collected for people paying to attend a conference
    • Draft a comprehensive on-line registration form to accommodate a broad range of registrant details, categories, fees and other information desired by the client
    • Collect information on special needs; e.g. dietary requests, ADA special needs
    • Provide URL of online form for posting to event web site
    • Accept registrations by telephone, fax, postal mail and on-line
    • Provide an 800 number for registrations (US use only)
    • Accept payment by check (bank lockbox), credit and debit cards (VISA, MC, AMEX, DISC), purchase order, bank transfer
    • Field questions from registrants
    • Email registrant an electronic acknowledgement of registration and payment
    • Refund registration fees according to a pre-agreed policy with the conference organizers
    • Monitor accounts for fraudulent activity, alert appropriate authorities and make adjustments in accounting
    • Provide conference organizers with access to real time registration and revenue reports
    • Prepare name badges and tickets
    • Prepare master roster of all pre-registered participants for reference at on-site registration check-in
    • Provide supply of on-site registration forms, extra name badge and ticket stock
    • Provide one registration supervisor to manage on-site registration for an additional charge of $20.00 per hour
    • Orient volunteer registration workers, as needed
    • Make one attempt to collect unpaid registration fees
    • Distribute revenues to an account identified by the conference organizers

 

Catalogs (continuing education catalogs)

Catalog service is provided through IU INlighten software. The software allows the registrant to select multiple courses and to sign up multiple students in a shopping cart environment. INlighten enables the client to create and control a catalog of courses. Each client determines what courses to offer, when the catalog will be launched, when the enrollment period is concluded and what prices to charge for each course. OCERS maintains responsibility for hosting the software and for assuring compliance with standards for collecting information and revenues. OCERS manages all the financial processes (refunds, reconciliation, revenue distributions).

  • Reference Manual (soon to be posted)
  • Quick Start Guide (soon to be posted)
  • Instruction Videos (soon to be posted)
For information on conference services, contact:
Mary C. Morgan, Client Development Manager
Indiana University Conferences
mcmorgan@indiana.edu | 812.855.6007
For registration & revenue collection services only, contact:
Ginger Scott, Registration Manager
Office of Conference & Registration Services
gscott@indiana.edu | 812.855.6922