Registration Packets

This information will get you started with a successful registration process to get your group set up and ready for its conference and/or convention.

The ACVB can assist you in designing a registration form to fit your convention needs or you can take a look at a Sample Registration Form (PDF).

I want to say thank you for executing a flawless plan in obtaining and hosting the recent H.O.G. state rally in Abilene. Having this just after the ever growing Western Heritage Classic really increases the visibleness of Abilene as a tourist site. You are doing a great job and keep up the great work in attracting events to Abilene.
John Davee

Registration Guidelines

Registration Form Information

  • Name of organization
  • Date of convention
  • City where the convention will be held
  • Host hotel and overflow hotels, if any, including phone numbers
  • Hotel rates
  • Contact person, telephone number and email address for questions
  • Delegate name, address, telephone number and email address
  • Delegate area, region, club, etc., that may be important
  • Cost of registration and events listings
  • Cost broken down into events for those only attending part of the conference
  • Registration deadline & room block release date

Location

Look for adequate lighting, electrical outlets and space. Set registration near a lounge or public area with easy accessibility.

Registration Times

If convening “under one roof”, set registration times to coincide with hotel check-in. However, don’t assume everyone will register in good time!

Displays and Signs

Adequate signage must be displayed in order to direct delegates to their specific meetings. Contact the ACVB about signage assistance.

Equipment for Registration

  • Computer with printer
  • Blank name badges
  • Blank registration forms
  • Maps of the area
  • Registration packets
  • Money box and plenty of change
  • Cell telephone and telephone directory
  • Stapler, tape and scissors
  • Signage

Message Center

Some conventions require that delegates be accessible at all times. If a message center is required, make it easily accessible to hotel/meeting center staff and convention delegates. In addition, make announcements during general sessions so delegates know to check the board.

Cancellation Policy

Make sure you have a clear cancellation policy from the beginning.

Tickets, Programs, Information Packets, Ribbons, Name Tags

The convention bureau can assist you with designing event tickets, programs, registration forms, information packets and name tags. Ribbons that attach to a name tag are available for special guests, host committee, speakers, judges and others. Speak to a convention services professional for more information.

Delegate Packets

The Bureau will furnish a packet for each meeting delegate. Delegate packets contain:

  • Abilene Visitor Guide and Map
  • Abilene Lapel Pin
  • Discount Coupons (if available)
  • Any goodies furnished by the association
Thank you so much for the 'Welcome Hat' for our VIPs at the Eastern Star School of Instruction on September 11, 2010. Your remembering to accommodate these VIPs should make Abilene proud. We appreciate this jester to our charitable organization.
Pat Wicker, Grand Chapter, Texas Order of Eastern Star

More to Explore

Kent’s Harley-Davidson and the West Texas Chapter of the Harley Owners’ Group wish to express our sincere thanks to everyone at the ACVB for your help with the 2014 Texas State HOG Rally. The rally was attended by well over 2,000 people from not only around Texas, but all over the US and Canada. Everyone had a great time and were really impressed by the way they were welcomed by the community. They loved the HOGWalk on Cypress Street, and were thrilled with the turnout of Abilenians along the parade route on Saturday morning. It was a great event, and we couldn’t have done it without you!
Grady, Kent's Harley Davidson