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For the past 4 years we have used the event management system software and computer servers of the largest online professional event registration and management company in the world – Regonline.com. We will use them again this year. When Madrona registration opens and you go to the Madrona website to register and click on the red button “Begin Registration”, this link takes you off our website and onto the large powerful servers in Colorado maintained by Regonline on which we have programmed the Madrona registration process. More than 130,000 professional event managers use this system and more than 1.5 million attendees are registered each year at conferences and programs of major corporations, universities, organizations and associations throughout the world.
As you know, registration for us has not always been a flawless process. Nor has it been for other similar events like the Sock Summit this past summer. We have tech staff at Regonline continually available 24/7 and we have worked extensively with them. They tell us that our registration is the most complex that they encounter. Why is that? Our registration is like registering for multiple events at the same time. It is a product of the individual choices of registering multiple days and more than 80 classes, the number of functions that the software must conduct, and the small number of spaces available for each class selection (15-25). This could be managed just fine except for the avalanche of numbers of people wanting to register at the same time. It all combines to produce the “perfect storm.”
For those of you who have brought up the example of Ticketmaster and the tens of thousands they manage at the same time, let me say that Ticketmaster is a simple process. At Ticketmaster you pick the concert or event, the price level of the tickets and they give you your seat assignments and charge your credit card. The Madrona equivalent of Ticketmaster would have you pick just one day to register. You would select whether you wanted a morning, afternoon or all day class and we would choose the class for you from those available. Obviously, this is not what any of us want.
Cornie and I have made the decision that the Madrona Winter Retreat should be accessible to anyone who wants to come no matter what their budget. That is why we allow people to register for individual classes. You are not required to sign up for all four days or even one whole day. We don’t set limits. We have looked at every conceivable means to ease registration from a full lottery, to geographic limitations to other limitations or groupings. We found each not possible either because we can not know everyone who wishes to register ahead of time and/or it would require an extensive manual and complicated process with lots of staff, or it would limit who can attend or what you can register for. And, we know that you all like to come with friends and family that may live in all different parts of the country.
Using the Regonline system allows us to effectively manage the Winter Retreat and all your schedules and payments. It creates a data base and reports for us including name badges and class lists. We give you a link to check your own schedule and payments anytime, we can send email updates to all attendees or just to a specific class, it processes and tracks payments, and allows us to update your schedule when you request changes.
Cornie and I know that Madrona is important to you and you look forward to it as a bright spot in the deepest part of the winter months. This is our 11th year and more and more of you discover us and we are honored and humbled. And this creates quite a challenge to be able to accommodate all of you in the classes you want to take. We feel it is important to maintain the community atmosphere at Madrona that fosters many connections, friendships, learning and sharing. We fear that growing larger will destroy that which you tell us you love so much about Madrona. That just isn’t a choice we are willing to make.
You can be our partner in making sure that registration goes more smoothly by following some suggestions and instructions.
1. We ask you to be sure to follow the Do’s and Don’t’s for registering that are on the Madrona website Registration Instructions page. We ask you to move through to finish your registration quickly and to limit the functions of the process. This means do not use the “Recalculation” or “Make Changes” buttons and never move back to a previous page. Corrections can be made by emailing us after you finish your registration.
2. Madrona is more than any one class. We welcome attendees whether you have signed up for a class or not. We put together an array of classes, some are repeated and some are similar but taught by different teachers. Accessible means that anyone can enjoy Madrona and participate. There are lots of places to hang out together, demonstration booths, the market and Thursday and Friday evening events are all free. This year we have Mini classes -- 1.5 hours each -- that you will be able to sign up for the end of January in a totally separate registration.
3. Please give yourself space in your schedule while you are at Madrona. This will help you and us and allow more people to register for classes. If you give yourself breaks during the time you are at Madrona, you can learn from each other, enjoy the market, practice what you are learning, finish a class project, and have time to savor the atmosphere and community of friends! Do not schedule yourself to the hilt. Relax!
4. We have never fully sold out all the classes offered at the Winter Retreat. Of course, some are more popular than others. Our WAIT LIST works if you find a class you want is full. We are diligent about using the wait list and putting people into classes as openings occur. There are rules which mean you cannot be on a wait list for a class and register for another class that has the same time slot. If we notify you for a class opening, you will have 2 days to get back to us before we move on to the next person. To get on a class wait list fill out the WAIT LIST FORM that is online on the Madrona website. If you need to make any changes to your registration fill out the REGISTRATION CHANGE FORM also online on our website.
The high tech world of mass communications is more complicated than before. There are more security features to prevent misuse (spam and junk) which affects our communications to you. When we send a message to you now it is sent, parceled out over a period of hours or more --- not in a mass blast. Your actual receipt is dependent on not only when your message is sent but on your own internet service provider and the filters that are used. We can no longer count on getting messages to you all at the same time or even quickly. We have posted a “Madrona Red Alert” box on the top of our website home page and will be providing dated messages in this box through out the next months. Additionally, be sure to list the following domain names in your safe contacts or white list and this will help us get past your filters: madronafiberarts.com and regonline.com. For good measure also include suzanne@madronafiberarts.com .
HERE IS THE BOTTOM LINE FOR MADRONA 2010 REGISTRATION
1. Please read all the Do’s and Don’t’s on the Madrona website Registration Instructions page before you register. Limit functions and move through the registration process quickly. The classes you pick aren’t yours until you click the FINISH button after payment. This means, don’t click on any “Make Changes” or “Recalculation” buttons or move back to any previous page using your “Back” browser button. We can correct anything after you register!
2. We will open registration during the 24 hour period that is Monday, November 16, 2009. We will not be giving you a specific time.
3. You will know registration is open when the red button “Begin Registration” at the bottom of the Madrona Website Registration Instructions page works when you click on it and then links you to the Madrona registration on the Regonline servers in Colorado.
4. We will NOT send out an email message to tell you registration is open. You cannot rely on receiving an email message to inform you when registration opens.
5. The Hotel Murano will begin to take reservations for the special price Madrona room block when Madrona registration opens on November 16th. To make reservations online go to the “Make Hotel Reservations” page on the Madrona website and click on the Hotel Reservations Button. This will take you to the special webpage the Hotel Murano has set up for Madrona attendees to make their reservations directly with the hotel.
6. We will do a totally separate registration for the Mini classes at the end of January. The mini classes will be announced in January by email message and also on the website. There is one class for each 1.5 hour time period with a 10-12 person limit. We are not taking up a classroom that we could use for regular classes. Rather the Mini’s will be upstairs in an open area above the Pavilion Rotunda.
We know that this information about opening registration won’t please everyone. We hope you have a greater understanding of the complexities of registration for Madrona and ways you can help. We want registration to go as smoothly as possible for all of us. Cornie and I strive to build a community atmosphere and make the four days of the Madrona Winter Retreat as welcoming and filled with interesting events and activities for each of you whether you register for a class or not. Madrona is not just about one particular class. Rather, we think you look forward to the coming together as a community of very creative and enthusiastic fiber passionate folks. Cornie and I hope you will join us again this year for our time together at Madrona.
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