EmailMe Form - MPI MN - Event Submission Form

EmailMeForm

Please read the form instructions and submission process by copying/pasting this address into a tab of your browser: https://www.mpi.org/chapters/minnesota/get-involved/chapter-leader-resources/event-submission-form-instructions

This form should take 10-15 minutes to complete.

Important: The person completing this form will serve as the primary contact for event setup purposes. If the event setup should be managed by someone other than you, exit this form now.
Event Submission Number
Today's Date
MM / DD / YYYY
Requestor Name: *
First Last
Requestor Email Address *
Event Basics
Event Type *
Event Venue Type *
You will be asked to provide the venue name and address later in this form.
Do you need chapter staff to set up a Zoom for this event? *
Zoom Meeting capacity is 100 persons; Zoom Webinar capacity (available upon request) is 300-500 persons.
Do you need chapter staff to run (host) the Zoom for this event? *
Event Title *
Event Start Date and Time *
MM / DD / YYYY HH : MM AM/PM
Event End Date and Time *
MM / DD / YYYY HH : MM AM/PM
Will the Chapter collect registrations for this event *
If yes, staff will arrive at least 1 hour prior to start time to set up registration.
Are you ready for staff to set up and open registration? *
Registration cannot be set up unless you choose “Yes” and then complete the fields on this form that collect the details required for the office to set up and open registration.
Does payment need to be collected to attend? *
You will be asked to provide fees later in this form.
Will food be served at the event? *
If yes, the staff will collect dietary restrictions info from registrants. These details will be included in the weekly registration reports.
Will Chapter staff manage on-site registration during the event? *
NOTE: Not all events are contracted for on-site staff or materials support. Check with your board member before answering this question if you are unsure whether this event is covered.
Does this event have sponsors? *
You will be asked to provide sponsor information later in this form.
Is the Chapter seeking EIC (CMP) clock hours approval for this event? *
You will be asked to identify the Domain and clock hours for this event later in this form.
Registration Details
All fields are required in order to set up registration.
Date Pre-Registration Should Open *
MM / DD / YYYY
Registration set up takes at least two business days.
Date Pre-Registration Should Close *
MM / DD / YYYY
Date pre-registration should close. Staff default is 11:59 pm, the Sunday prior to the event.

** If registration must closer earlier than 11:59pm, please indicate such within the "Special Registration Setup Notes for Staff" section.
Registration Limit/Room Capacity
Maximum number of registrants allowed for this event. Enter 0 for no limit. **Default is no limit.** If the room has a maximum capacity, enter that number.
Reports and Materials
The MPI Minnesota Chapter office will provide the current registration count for this event every Thursday once registration opens.

In accordance with the MPI data policy, the registration list will be imported into the committee's Google drive to protect personally identifiable information (PII).

Staff will send an email once the report has been uploaded but the committee vice president and director are responsible for ensuring any additional volunteers have access to the reports.
Who should receive this weekly report?
Insert yourself, your committee vice president and your committee director's names and email addresses here.
Be sure to include the person’s name and email address
Pricing
A fee option consists of the fee name as it should appear on the registration form and its corresponding fee amount. The three most common fee options for Monthly Meetings have been included as defaults. You may change, remove, or add fee options as needed. If you do not provide a complete fee option (name and amount), no registration option will be set up for that fee.

You must provide at least one fee option (name and amount). If the event requires especially complex registration options, please complete the “Special Notes about Pricing” field below.

The typical fee structure and timeline for Monthly Meeting fees is:
*Early-Bird (from the time registration opens until 2 Sundays prior to the week of the event)
*Regular (begins after early-bird closes through the Sunday prior to the week of event)
*On-Site (walk in registrations at the event)
Will there be a discounted, early bird fee option?
Yes
No
Early Bird Fee Cutoff Date
MM / DD / YYYY
Date after which discounted early-bird fees become unavailable. (Default is to close at 11:59pm CST two Sundays prior to the event week.)
Early Bird Fee Options
Early Bird Registration Rates for Monthly Meetings $40 MPI Premier and Preferred Members $60 MPI Essential Members $30 MPI Student Members $0 Past Presidents $60 Nonmembers/guests
Regular Fee Options
Regular Registration Rates (for Monthly Meetings) $50 MPI Premier and Preferred Members $70 MPI Essential Members $40 MPI Student Members $0 Past Presidents $70 Nonmembers/guests
Regular registration usually closes the Sunday before the event date (if the event is on a Wednesday or Thursday).
Onsite/Walk-In Fee Options
On-Site Registration Rates (for Monthly Meetings) $60 MPI Premier and Preferred Members $80 MPI Essential Members $50 MPI Student Members $20 Past MN Chapter Presidents $80 Nonmembers/guests
After pre-registration closes, interested persons are provided the option to come to the event as a "walk-in".
Special notes about pricing
If pricing for this event is complex and cannot be adequately detailed by the fee fields above, provide a clear and detailed written description of the registration and pricing options here.
Refund/No-Show Policy *
Cancellations received by the office at least three business days prior to the event are eligible for a refund of the registration fee. No refunds will be provided for cancellations received fewer than three business days prior to the event. No-shows will be billed for any unpaid registration fees.
The default message is displayed. You may alter it if desired or needed.
Special Registration Setup Notes for Staff
(OPTIONAL) Provide any special notes for MPI Minnesota Chapter office staff about registration setup for this event, such as meal choices, special information to be collected, session breakouts, etc.
Event Description
Note: You do not need to repeat any of the details provided elsewhere on this form.
Event Description *
What is the purpose of the event? Who is speaking? Are there session objectives? This section will be used on the event page and in any promotional emails.
Event Schedule/Agenda
10:30 AM Registration & Networking 11:30 AM Ballroom opens, lunch is served 12:00 PM Program begins 1:30 PM Program concludes
A brief, time-based agenda for the event. The traditional monthly meeting agenda is the default text.
Speaker and/or Panel Information
Please provide the correct and complete spelling for each speaker. This would also be the place to insert their bio statement. Pictures can be uploaded below.
Speaker and/or Event Files

Add File

Please upload speaker and/or event images here. Staff reserve the right to adjust the image(s) for web publishing.
EIC Domain Information
Domain A: Strategic Planning. 1.0 CE
Please provide the EIC domain information and number of CE units provided. An example is provided as the default.
Venue Information
Venue Name and Address *
Please provide the correct and complete name of the venue and their street address.
Venue Website
Please insert the venue's website address.
Venue Graphics
Staff reserve the right to adjust the image(s) for web publishing.
Venue Contract
Please attach the co-signed contract with the Venue (may be their sponsorship agreement).
Sponsor Information
Event Sponsor List
For each event sponsor, provide the sponsor’s name, web address, and level (example: ABC Company, www.abc.com, silver level). Provide the information exactly as it should be published.
Event Sponsor Logo Upload

Add File

You may provide more than one logo file. Click Browse and select images until you have selected all of the logos you wish to upload. Accepted graphic file formats (in order of preference) include EPS, PDF, TIF, JPG, PNG, and GIF.
Graphics should be in high resolution (at least 300dpi).
After you submit this form, you will receive an email confirmation and it will be emailed to the Chapter office.

Your email will include instruction to send it onto your committee Vice President and Director for approval. PLEASE NOTE: Your event will not be published without approval from your committee Vice President or Director.

Event Basics

Registration Details

Reports and Materials

Pricing

Event Description

Venue Information

Sponsor Information