Proposal · Organising Committee

Annual Conference 2027
One platform, end to end.

Replacing flyers, Google Forms, spreadsheets, WhatsApp screenshots and paper attendance lists with a single conference website and admin portal.

Where we are today

One conference. disconnected tools.
Nine steps — done by hand.

01Read flyer
02Google Form
03Make payment
04Send screenshot
05Verify payment
06Update Excel
07Send reminders
08Handle replacement
09Look up name on the day

Red = manual committee work. Steps 4–7 repeat for every single registration — the effort grows with attendance.

What it costs us
⏳ Volunteer hours
Matching screenshots to names, chasing unpaid members, rebuilding the list after every change.
⚠️ Money at risk
A screenshot proves nothing. The same transfer can be sent twice, edited, or be the wrong amount.
🍽 Wrong headcounts
Last-minute replacements never reach the caterer or the badge printer.
📉 No live picture
"How many have paid?" needs someone to open a spreadsheet and count.
Annual Conference 2027The Problem
The proposal

One website. One admin portal. One source of truth.

Members do everything in one place. The committee sees everything in one place. The system does the matching, the reminding and the counting.

01Visit website
02Register & pay online
03Committee approves payment
04Confirmation + QR sent
05Reminders sent automatically
06Scan to check in

Green = the system does it. One human step remains — and even that disappears if we accept online payments.

Messages sent automatically Registration received Payment received Confirmed + QR ticket 1 month before 2 weeks before 2 days before Thank you + feedback
🌐 Public website
Everything a member needs — information, registration, payment, and their own registration status.
🎛 Admin portal
One dashboard for registrations, payments, replacements, announcements and reports.
📱 Event-day check-in
Scan a QR code on any phone. Works even if the venue wifi doesn't.
Annual Conference 2027The Solution
The difference

From "has anyone seen my payment?" to instant certainty.

👤 For members

TodayWith the new platform
TodayReads a flyer forwarded many times, possibly out of date
With the new platformOne website with the current agenda, speakers, venue and FAQ
TodaySends a screenshot into a chat and hopes someone saw it
With the new platformUploads proof attached to their own registration
TodayMessages the committee to ask if they're confirmed
With the new platformNotified the moment payment is approved
TodayCan't change a detail without asking a volunteer
With the new platformLogs in any time to check status, edit details, request a replacement
TodayArrives unsure if their name is on the list
With the new platformArrives with a QR code and walks straight in

🎛 For the committee

TodayWith the new platform
TodayScrolls WhatsApp for a screenshot, then finds the matching form row
With the new platformOne queue: proof, amount and reference side by side
TodayChecks each payment against the bank statement by eye
With the new platformUpload the statement — the system matches in bulk
TodayUpdates the spreadsheet and hopes it's the latest copy
With the new platformThe list updates itself
TodayWrites and sends every reminder by hand
With the new platformScheduled once, sent automatically to everyone
TodayCounts rows to answer "how many are coming?"
With the new platformLive dashboard
Annual Conference 2027What Changes
Scope

Two products, one system.

🌐 Public website

  • About, theme, objectives and important dates
  • Speakers, programme & agenda, venue and travel
  • Organising committee, contact and FAQ
  • Online registration — dietary needs, guests and t-shirt size captured up front
  • Payment submission — pay online, or upload proof with reference and date
  • My Registration — check status, edit details, download ticket, request a replacement
  • Past conference gallery, sponsors and policies

🎛 Admin portal

  • Payment verification queue — approve, reject with reason, bulk bank-statement matching
  • Registration management — search, filter, edit, export for caterer and badges
  • Communications — reminders, announcements and a delivery log per member
  • Waitlist & replacements — offer released seats, transfer a place, reissue the ticket
  • Attendance — scan, search, walk-ins and a real-time count
  • Reports — registered, paid, pending, attended, no-shows, dietary tallies
  • Roles & access, full audit trail, content editing without a developer
Annual Conference 2027What We Build
Annual Conference 2027

Thank you.

Questions, challenges and better ideas are all welcome — that is exactly what this conversation is for.

Coming together is a beginning. Keeping together is progress. Working together is success.
Henry Ford

Built by the committee, for the members.

Annual Conference 2027Thank You
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