Attendee registration form

Attendee registration form

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Sao Paulo Freshers' Event

Overview

Please provide the Alumni Engagement team with your attendee registration form within two weeks of your Freshers' Event.

Prize draw 
If we receive your form within seven calendar days of your event, you will be entered into a free prize draw to win a £50 voucher to use online or in store at Heffers (Blackwell's) Bookshop. Terms and conditions apply. 

Why your attendee registration form is important
The information on the form is beneficial to Groups, students and the University, for the reasons provided below:

  • Your Group can keep in contact with attendees throughout their studies and invite them back to future Freshers' Events as current student volunteers
  • We will contact your attendees for their event feedback, to share with you by the end of December. This should give you an idea of what worked well and provide some suggestions for next time
  • We will contact attendees throughout their studies with opportunities to connect with the alumni network, which in turn supports Groups with their student engagement initiatives and inspires future membership
  • We will examine attendee statistics and use our findings to help improve the experience for attendees and organisers and continue to rally interest in the Freshers’ Events series across Collegiate Cambridge

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Instructions

Instructions vary according to whether or not you are using Development and Alumni Relations' (DAR's) online booking system.

Instructions for organisers using DAR's online booking system

Download attendee registration form 

Download online services instructions

Instructions

  1. Just before the event, please log into the online booking system and export the attendee booking information. Use this information to create a registration list, which you might find helpful to print.
  2. At the event, please record which of the students on the registration list attend the event, cancel their place, or do not show up.
  3. Also at the event, please record the following information for any incoming Cambridge students who attende the event without pre-booking online: (1) first or given name, (2) family name, (3) College, (4) CRSid (if they have one), and (5) email address. Please use the template attendee registration form below for this purpose.
  4. Within two weeks of the event, please log into the online booking system and update the 'participant status' of those who pre-booked for the event to indicate whether they 'attended', 'cancelled' or were a 'no-show'. Please also register any incoming students who turned up without pre-booking and mark their 'participant status' as 'attended'.

Notes

  • Please do not register on the form any attendees who are not incoming Cambridge students starting a course in Michaelmas Term. Please do not register, for example, alumni, current students, Oxford students if a joint event, parents, or any other guests
  • If your Group intends to keep in touch with attendees after the event, you must provide each attendee with the Group's data protection statement (or a link to the statement online) and obtain each attendee's written consent before you can do so. We suggest you do this at the time of booking

Instructions for all other organisers

Download attendee registration form

Instructions

Please record the following information for every incoming Cambridge student who attends your event: (1) first or given name, (2) family name, (3) College, (4) CRSid (if they have one), and (5) email address. Please use the template attendee registration form below for this purpose. 

Instructions for completing the attendee registration form

  1. Download and print enough copies of the template attendee registration form for the event.
  2. Assign a volunteer to register attendees on arrival and ensure no one is missed.
  3. Ensure only incoming Cambridge students starting a course in Michaelmas Term are registered on the form. The form should not be completed by alumni, current students, Oxford students if a joint event, parents, or any other guests.

Instructions for submitting the attendee registration form

  1. You will be contacted by the Alumni Engagement team within a few days of your event for your attendee registration form.
  2. Before submitting the form, please check that only incoming Cambridge student starting a course in Michaelmas Term have been registered on it. Please delete or cross out anyone else.
  3. Please submit an editable version of the form (such as a Word or Excel file), rather than a PDF file or a hard copy, so we can process it quickly.
  4. Email the form to the Alumni Engagement team.

Notes

If your Group intends to keep in touch with attendees after the event, you must provide each attendee with the Group's data protection statement (or a link to the statement online) and obtain each attendee's written consent before you can do so. We suggest you do this at the time of booking.