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<p class="MsoNormal">Team,<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">On this morning’s call, this question came up and I was able to confirm that the University does have a license for a couple of different options (with another possibly on the way). I’ve created a Knowledgebase article so we have it easy
to find: <a href="https://confluence.arizona.edu/pages/viewpage.action?pageId=78158283">https://confluence.arizona.edu/pages/viewpage.action?pageId=78158283</a>
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Please let me know if you have any other questions.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Thank you,<o:p></o:p></p>
<p class="MsoNormal">Dominic <o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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<h1 style="margin-top:0in;background:white"><span style="font-size:12.0pt;font-family:"Times New Roman",serif"><a href="https://confluence.arizona.edu/pages/viewpage.action?pageId=78158283#page-metadata-end"><span style="font-size:10.5pt;font-family:"Segoe UI",sans-serif;color:#0052CC;border:none windowtext 1.0pt;padding:0in;background:white;text-decoration:none"><br>
</span><span style="font-size:21.0pt;font-family:"Segoe UI",sans-serif;color:#172B4D;text-decoration:none"><u>Does the University have an event registration and online payment portal?</u><o:p></o:p></span></a></span></h1>
<p class="MsoNormal"><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif;color:#5E6C84">Created by <a href="https://confluence.arizona.edu/display/~drodriguez1"><span style="color:#5E6C84;text-decoration:none">Rodriguez, Dominic J - (drodriguez1)</span></a> <a href="https://confluence.arizona.edu/pages/viewpreviousversions.action?pageId=78158283" title="Show changes"><span style="color:#5E6C84;text-decoration:none">just
a moment ago</span></a><o:p></o:p></span></p>
<p class="MsoNormal" style="background:white"><span style="font-size:10.5pt;font-family:"Segoe UI",sans-serif;color:#172B4D"><o:p> </o:p></span></p>
<p class="MsoNormal" style="background:white"><span style="font-size:10.5pt;font-family:"Segoe UI",sans-serif;color:#172B4D">Yes, the University does have an enterprise account with two vendors: <a href="http://www.lanyon.com/event-management-software/regonline"><span style="color:#0052CC;text-decoration:none">RegOnline</span></a> and <a href="https://www.eventbrite.com/"><span style="color:#0052CC;text-decoration:none">Eventbrite</span></a>.
These are available for use for planning events and taking payments associated with the events (registration or other fees). <o:p></o:p></span></p>
<p class="MsoNormal" style="margin-top:7.5pt;background:white"><span style="font-size:10.5pt;font-family:"Segoe UI",sans-serif;color:#172B4D">There are costs associated with them, but a discount is available if you go through <a href="mailto:merchants@fso.arizona.edu"><span style="color:#0052CC;text-decoration:none">merchants@fso.arizona.edu</span></a> to
request an account. You can find more information on this page: <a href="https://bursar.arizona.edu/departments/bankcard/event-management"><span style="color:#0052CC;text-decoration:none">https://bursar.arizona.edu/departments/bankcard/event-management</span></a><o:p></o:p></span></p>
<p class="MsoNormal" style="margin-top:7.5pt;background:white"><span style="font-size:10.5pt;font-family:"Segoe UI",sans-serif;color:#172B4D">Below are some additional FAQs on the page. <o:p></o:p></span></p>
<p class="MsoNormal" style="margin-top:7.5pt;background:white"><b><span style="font-size:10.5pt;font-family:"Segoe UI",sans-serif;color:#172B4D">NOTE: </span></b><span style="font-size:10.5pt;font-family:"Segoe UI",sans-serif;color:#172B4D"> There is also a
Request for Proposals (RFP) with a due date of 9/25/18 for a Third Party Event Registration Software and Management Service Provider. Here are the details of the <a href="https://pacs.arizona.edu/sites/pacs/files/L131901_Third_%20party_%20registration_management.pdf"><span style="color:#0052CC;text-decoration:none">RFP</span></a> and <a href="https://pacs.arizona.edu/sites/pacs/files/L131901_Addendum_1.pdf"><span style="color:#0052CC;text-decoration:none">addendum</span></a>.
There is no timetable on when a new vendor can be or will be onboarded, but when it's announced, we will communicate via this page.<o:p></o:p></span></p>
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<p class="MsoNormal" style="margin-top:15.0pt;background:white"><b><span style="font-size:10.5pt;font-family:"Segoe UI",sans-serif;color:#172B4D">How hard is it to use the event management applications?<o:p></o:p></span></b></p>
<p class="MsoNormal" style="margin-top:7.5pt;background:white"><span style="font-size:10.5pt;font-family:"Segoe UI",sans-serif;color:#172B4D">Previous users have found that both Regonline and Eventbrite very easy to use. The service walks you through the process
of building a meeting registration Website, with lots of help along the way. Both also provides a help portal, online and offline resources, and live training.<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-top:15.0pt;background:white"><b><span style="font-size:10.5pt;font-family:"Segoe UI",sans-serif;color:#172B4D">What are the costs?<o:p></o:p></span></b></p>
<p class="MsoNormal" style="margin-top:7.5pt;background:white"><span style="font-size:10.5pt;font-family:"Segoe UI",sans-serif;color:#172B4D">Regonline: The current rates are $3.20 per registration and a flat rate of 3.09% for credit card gateway fee. If the
event is a free event, the $3.20 per registration would be the only cost.<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-top:7.5pt;background:white"><span style="font-size:10.5pt;font-family:"Segoe UI",sans-serif;color:#172B4D">Eventbrite: The current rates are 2.5% +$.99 per registration and a flat rate of 3.00% for credit card gateway fee.
If the event is a free event, no registration charges are assessed.<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-top:7.5pt;background:white"><span style="font-size:10.5pt;font-family:"Segoe UI",sans-serif;color:#172B4D">There is no set up fee for either Regonline or Eventbrite.<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-top:15.0pt;background:white"><b><span style="font-size:10.5pt;font-family:"Segoe UI",sans-serif;color:#172B4D">Do I have my own account?<o:p></o:p></span></b></p>
<p class="MsoNormal" style="margin-top:7.5pt;background:white"><span style="font-size:10.5pt;font-family:"Segoe UI",sans-serif;color:#172B4D">Yes, you are provided a subaccount, which you manage and are based on the campus master account. Once it is decided
to set up an account, you contact us and we initialize the subaccount. You manage your account thereafter.<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-top:15.0pt;background:white"><b><span style="font-size:10.5pt;font-family:"Segoe UI",sans-serif;color:#172B4D">How do the event managers handle registration fees?<o:p></o:p></span></b></p>
<p class="MsoNormal" style="margin-top:7.5pt;background:white"><span style="font-size:10.5pt;font-family:"Segoe UI",sans-serif;color:#172B4D">Both collect registration fees for you at the time of registration. The system allows you to set up the registration
fee to be paid by attendee; however, we suggest that you simply include the registration fee in the event/conference registration. You will be sent a net (registration minus registration fee) on a bi-weekly basis.<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-top:15.0pt;background:white"><b><span style="font-size:10.5pt;font-family:"Segoe UI",sans-serif;color:#172B4D">Do we get charged if it is a free event?<o:p></o:p></span></b></p>
<p class="MsoNormal" style="margin-top:7.5pt;background:white"><span style="font-size:10.5pt;font-family:"Segoe UI",sans-serif;color:#172B4D">RegOnline does charge the $3.20 registration fee on any registration regardless if the event is free or a charged event.<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-top:7.5pt;background:white"><span style="font-size:10.5pt;font-family:"Segoe UI",sans-serif;color:#172B4D">Eventbrite does not assess a registration fee for free events.<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-top:15.0pt;background:white"><b><span style="font-size:10.5pt;font-family:"Segoe UI",sans-serif;color:#172B4D">How do we get paid by RegOnline?<o:p></o:p></span></b></p>
<p class="MsoNormal" style="margin-top:7.5pt;background:white"><span style="font-size:10.5pt;font-family:"Segoe UI",sans-serif;color:#172B4D">By bi-weekly check sent to the address indicated by you.<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-top:15.0pt;background:white"><b><span style="font-size:10.5pt;font-family:"Segoe UI",sans-serif;color:#172B4D">How can we take payments at the event?<o:p></o:p></span></b></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;margin-left:0in;text-indent:-.25in;mso-list:l0 level1 lfo2;background:white">
<![if !supportLists]><span style="font-size:10.5pt;font-family:"Segoe UI",sans-serif;color:#172B4D"><span style="mso-list:Ignore">1.<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:10.5pt;font-family:"Segoe UI",sans-serif;color:#172B4D">Credit Card security is always of utmost importance to the campus, you can utilize registration at an event on a secure (hardened) lap top which can
only access RegOnline or Eventbrite. Contact your IT department to discuss the lap top security/hardening process. You could also accept checks/cash at the event. Please see Cash Handling Policy 8.10 for guidance.<o:p></o:p></span></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;margin-left:0in;text-indent:-.25in;mso-list:l0 level1 lfo2;background:white">
<![if !supportLists]><span style="font-size:10.5pt;font-family:"Segoe UI",sans-serif;color:#172B4D"><span style="mso-list:Ignore">2.<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:10.5pt;font-family:"Segoe UI",sans-serif;color:#172B4D">If on site and face to face transactions will occur, an analog point of sale terminal, cellular point of sale terminal or phone authorization account
may be rented from the Bursar’s office. (Please contact Bursar’s office to reserve early. The units are out quite frequently.)<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-top:15.0pt;background:white"><b><span style="font-size:10.5pt;font-family:"Segoe UI",sans-serif;color:#172B4D">Are there any user requirements?<o:p></o:p></span></b></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;margin-left:0in;text-indent:-.25in;mso-list:l2 level1 lfo3;background:white">
<![if !supportLists]><span style="font-size:10.5pt;font-family:"Segoe UI",sans-serif;color:#172B4D"><span style="mso-list:Ignore">1.<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:10.5pt;font-family:"Segoe UI",sans-serif;color:#172B4D">All event or department personnel that have access to payment card (credit card) information must view or attend <a href="http://bursar.arizona.edu/departments/bankcard/training"><span style="color:#0052CC;text-decoration:none">Payment
Card Security Awareness Training</span></a>. Follow the Online Training option and sign the Security Awareness acknowledgment form after viewing. The form must be kept in departments records.<o:p></o:p></span></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;margin-left:0in;text-indent:-.25in;mso-list:l2 level1 lfo3;background:white">
<![if !supportLists]><span style="font-size:10.5pt;font-family:"Segoe UI",sans-serif;color:#172B4D"><span style="mso-list:Ignore">2.<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:10.5pt;font-family:"Segoe UI",sans-serif;color:#172B4D">At no time will a department staff member enter credit card information through the Admin Registration function of RegOnline/Eventbrite, or on a University
owned desktop computer, tablet, or smartphone. Information can only be entered via a hardened secure laptop.<o:p></o:p></span></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;margin-left:0in;text-indent:-.25in;mso-list:l2 level1 lfo3;background:white">
<![if !supportLists]><span style="font-size:10.5pt;font-family:"Segoe UI",sans-serif;color:#172B4D"><span style="mso-list:Ignore">3.<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:10.5pt;font-family:"Segoe UI",sans-serif;color:#172B4D">All accounting reports and reconciling of the event must be reviewed weekly. Records to be retained according to the University retention period.<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-top:15.0pt;background:white"><b><span style="font-size:10.5pt;font-family:"Segoe UI",sans-serif;color:#172B4D">Can we use other Event Management services other than RegOnline and Eventbrite?<o:p></o:p></span></b></p>
<p class="MsoNormal" style="margin-top:7.5pt;background:white"><span style="font-size:10.5pt;font-family:"Segoe UI",sans-serif;color:#172B4D">The selection of RegOnline and Eventbrite as a campus agreement was made through the procurement process. Both were
selected as a result of price and acceptance of our State statute agreement language. Other Event management services would not agree to the mandatory agreement language.<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-top:7.5pt;background:white"><span style="font-size:10.5pt;font-family:"Segoe UI",sans-serif;color:#172B4D">Be aware that a department must discuss any vendor agreements through Procurement and Contracting (PACS).<o:p></o:p></span></p>
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<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Thank you,<o:p></o:p></p>
<p class="MsoNormal"><b><i><span style="font-size:14.0pt;color:#1F3864">Dominic J. Rodriguez, M.A.<o:p></o:p></span></i></b></p>
<p class="MsoNormal"><b><span style="color:#44546A">Chief Operations Officer<o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="color:#44546A">Arizona Cooperative Extension<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#44546A">520-626-4921 Office<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#44546A"><a href="mailto:drodriguez1@email.arizona.edu">drodriguez1@email.arizona.edu</a><o:p></o:p></span></p>
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</span></b><img border="0" width="623" height="100" style="width:6.4895in;height:1.0416in" id="Picture_x0020_1" src="cid:image003.png@01D454D3.6BEAF560" alt="Cooperative-Extension_PRIMARY (3)"><o:p></o:p></p>
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