1. Improving Exhibitor Experience
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How will the online entry process improve the exhibitor experience?
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2. Collecting the Right Data
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With my paper based application form someone has to check that the right data has been entered. Can OZentries help me reduce the time and effort required to get the data right?
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3. Delivering a Stream-lined Online Experience
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Does OZentries provide a stream-lined process by “remembering” any of my exhibit’s repetitive data?
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4. Entry Management & Payment
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If entries forms are not being received how can show secretaries effectively manage their entries e.g. answer exhibitor enquiries, banking reconciliation etc.?
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5. Integrating With Catalogue Preparation
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How do I get the data from the on-line entry form to the catalogue printing system?
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6. Increasing Entries
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How does online entries affect the total entry numbers for a show?
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7. Cost of Entering On-line
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What costs are involved in using OZentries on-line entry facilities?
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8. Data Security and Audit Trails
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What data security and audit trail is provided with online entries?
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9. A Flexible Solution
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What kind of data can be captured for a show?
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10. A Proven Approach
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Who else is using OZentries besides dog shows?
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1. Improving Exhibitor Experience
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How will the online entry process improve the exhibitor experience?
Perhaps the most important commodity for many in this day and age is time. Enter your dog's registration number, select your show(s) and class and click update, then repeat for additional dogs and shows. Then on the exhibitor page enter your own controlling body membership number and payment details and all is finished. Three dogs entered at 4 different shows in 2-3 minutes elapsed time - what could be easier.
Compare this to completing paper entry forms, calculating entry fees, writing cheques and self-addressed envelopes, puting everything in envelopes without getting them mixed up, seal and stamp and then a trip to the post box. Save up to an hour every time you enter shows. Validation and error messages on the on-line entry form means exhibitors always provide accurate data.
Each time an exhibitor enters on-line they are provided with an on-screen summary and an email of all shows and exhibits entered along with a unique receipt number. OZentries also provides an on-line "verify entries" process where exhibitors can login at any time to check all on-line entries made - no more forgetting if you entered as show, and who with.
On-line entries may eliminate the need for costly cheque accounts. Many exhibitors only maintain cheque facilities because of dog shows, if only all shows accepted on-line entries. Many exhibitors now refuse to enter paper only entry shows, preferring the ease of on-line entries. Perhaps we are not there yet, except for NSW and ACT exhibitors, but the day will come - Vic, Qld, SA and WA and all moving towards on-line entries now!!
I only enter on-line shows - how many time have I heard that. Maybe this can soon become a reality!!
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2. Collecting the Right Data
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Can OZentries help me reduce the time and effort required to get the data entered right?
With any paper based application form, people can easily enter incorrect information. What is time consuming is that when the paper-based application form is submitted, someone has to check and validate the information and manually record the details for catalogue preparation.
By using features such as mandatory fields, error messages and business rule validation in an online form, OZentries ensure that correct data is entered by the exhibitor. In addition, the on-line form is intelligently built, so that incorrect classes and duplicate entries cannot be submitted.
The multitude of dog clubs that choose OZentries for on-line entries do so because they acknowledged the reduced administration effort and increased entry numbers for their shows.
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3. Delivering a Stream-lined Online Experience
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Does OZentries provide a stream-lined process by “remembering” any of my exhibit’s repetitive data?
Yes – Ozentries has streamlined the data collection process in a number of different areas:
- If you have used the service before all you need to do is enter your exhibit’s registration number and all of that dog’s details are recalled from our comprehensive database and pre-filled on the entry form. All you need to do is choose the show and class required. Of course if any details have changed (e.g. Ch title, ownership etc.) since last use you can just over-type those details and they will be used for the show currently being entered and remembered for use next time.
- On the exhibitor form we provide the exact same service for member details. Just enter your State Canine Control member number and your details will be recalled and pre-filled on the form. Again any changes can be advised and will be remembered for next time. We do NOT store any payment and credit card details as these must be entered each time.
- OZentries have designed the on-line entry process so that in some cases you can enter one exhibit at a number of different shows by making a single entry submission. This makes a very streamlined process when entering multiple shows.
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4. Entry & Payment Management
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If entries forms are not being received how can show secretaries effectively manage their entries e.g. answer exhibitor enquiries, banking reconciliation etc.?
OZentries provide a secure password protected club login area where all aspects of show administration can be undertaken in respect of on-line entries. All data normally available on a paper entry form is available, plus much more. Here show secretaries are also provided with a facility to close on-line entries for their shows. This can be done at a time to suit them and shows can be left open as long as required.
As well as full exhibitor and exhibit information, we also provide a financial progress section showing the total entry and all fees collected so far. Once a show is closed this becomes the settlement statement and can be printed for club records. Clubs must ensure that up to date banking details are held so that final settlement can be made by Electronic Funds Transfer.
OZentries provides simplified payment processing with all payments for entry, catalogue and mailing fees being made through our on-line banking gateway. OZentries credits club bank accounts when entries are closed with a single overall amount. No more banking of cheques or chasing up failed payments for club secretaries.
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5. Integrating With Catalogue Preparation
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How do I get the data from the on-line entry form to the catalogue printing system?
OZentries customise the on-line entry form to accept and enforce a club’s show and class rules so that not only is mandatory information collected, but that the data is collected in the format required to be pushed into their own catalogue systems.
Because all the data that is being captured is being validated as it is entered, we know that the data is "clean". After download from the OZentries secure club login facility, the data can then be processed into the club’s catalogue system in whatever way the club chooses. This all depends on the internal procedures and processes of each club or affiliate conducting their shows.
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6. Increasing Entries
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How does online entries affect the total entry numbers for a show?
By being able to leave on-line entries open up to much closer to the actual show than is possible with paper based forms that go through the normal postal service, show secretaries all agree that there is a significant increase in entries attributable to “on-line” shows. In some cases this can be as much as a 25-30% increase in entry numbers. With the added revenue from entry fees clubs can afford to run better shows.
Conversley shows not using on-line entries are all reporting declining entry numbers, however the complete reverse is happening for shows where on-line entries are available.
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7. Cost of Entering On-line
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What costs are involved in using OZentries on-line entry facilities?
Establishing and maintaining the technology to provide this service is costly, so we do pass on a small fee to exhibitors using the service, and these are automatically calculated and clearly displayed on the payment form. However many clubs are now realising the benefits to them in offering the service (e.g. time saving for show secretaries, increased entry numbers etc.) and some have started reducing entry fees where submitted on-line.
The total charges made by the on-line entry service to exhibitors are:
- Entry fees as stipulated on the show schedule
- Cost of any ordered catalogues
- Mailing fee for return post of exhibit numbers (set by the club, but normally 60 cents per exhibitor)
- On-line processing fee to cover OZentries costs (currently $1 per entry)
- Credit card fees to cover our bank's charges to us – currently $0.75 per exhibitor plus 2.8% of the total amount
The fees charged in 1, 2 and 3 above are then paid to the club conducting the event, and those in 4 and 5 are retained by us to cover our costs.
While the benefit in time saving to the exhibitor is enormous, the fees charged by us are comparable to fees charged by other payment forms such as cheques and or postal orders. Many people say “but I don’t pay cheque fees” but the simple answer to this is that “we all pay these fees”, some explicitly as charges per cheque, and some hidden e.g. reduced or no interest on cheque accounts.
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8. Data Security and Audit Trails
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What data security and audit trail is provided with online entries?
OZentries have implemented levels of security and audit trails that comply with all regulations and banking standards that are imposed on any on-line business. Some areas of security we provide are:
Stored data – all exhibit and exhibitor data collected is stored in our databases and access is segmented by shows. Show data is only provided with secure password access to the show secretary of that show.
Payment data – payment and credit card information is collected and passed to our on-line banking gateway using 128 bit SSL encryption. Our banking gateway immediately processes the payment and returns a success or fail message that is displayed to the exhibitor. We NEVER store any payment to information in our database so your credit card details are completely protected.
Audit Trail – our database and banking statements all record the date and time that any transaction is processed along with a unique receipt number and other exhibitor and exhibit information. This information can be retrieved in the event of an issues or dispute.
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9. A Flexible Solution
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What kind of data can be captured for a show?
The world's your oyster when it comes to online data capture. While it would be nice for all sif allwe would prefer shows to offer normal class and entry fee structures, we do realise that some clubs (especially for breed specialty shows) desire to differ. While we do cater for these differences, the simpler approach is the one best understood by exhibitors.
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10. A Proven Approach
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Who else is using OZentries besides dog shows?
Provision of on-line entries is not just restricted to dog shows. We do run on-line entries for horse show events and wine show events. We have also had discussion with a number of other ticketing events that wish to offer on-line services to their customers.
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