Gartner Sponsor Registration & Housing Training Guide. Gartner Sponsor Team 2017

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1 Gartner Sponsor Registration & Housing Training Guide Gartner Sponsor Team 2017

2 Exhibitor Resource Center (ERC) REGISTRATION INFORMATION Pass allocations and registrations are managed by you through the Exhibitor Resource Center (ERC). Once you have logged in to the ERC follow the below steps. Navigate to the Actions Items & Deadlines section from the left-hand menu Scroll down the task list to the section labelled Staff From this task section you will find the option to Send Your Registration Invitation Click the Do It Now hyperlink alongside this task An example of where this may be found can be seen here: Pass Allocation & Management Upon landing on the Manage Your Registrations page you will find a short narrative on how to complete your registration invitations as well as the event-specific contact information should you need further guidance in supporting a VIP registration submission or wish to purchase additional passes. Beneath this, you will find a list of each pass type that is available to you per the sponsorship package you have purchased with Gartner. You will also see the total usage and capacity of each pass. The

3 complimentary passes you receive within your sponsorship package will display a cost of $0, while any additional passes will display the relevant cost payable should you utilize the pass. An example of a Premier level sponsor pass listing can be seen here: **Please note 2017 Additional Discounted Paid Pass prices are as follows: - NA Summits $2,600 - Symposium $5,300 - BI, SEC, Catalyst, & DC $3,100 - CIO Forum & EA Seminar Master Class $2,925 - GML $2,675 - Supply Chain $3,125 Submit Your Registration Information For a description of and information about your passes, please see the Learn More about Your Registration Allotment section of the ERC, located on the left navigation bar.

4 Once you have decided whom to invite to use your various passes, follow the below steps once you are in the Add/Delete Registrants page. Enter the required details (first name, last name, job title and address) Click the Send Invite button This will send an invitation by to the invitee. The invitee MUST click on the ACCEPT INVITATION button within the invitation to register. The ACCEPT INVITATION button takes the invitee to the registration page to either click on: SIGN IN & REGISTER - enter the existing gartner.com account log-in details and complete the registration CREATE ACCOUNT & REGISTER - create a new gartner.com account and complete the registration **Please note the pass will be associated with the address you send the invitation to, so your invitee will need to register using this same address. If he/she already has a gartner.com account please instruct them to click on SIGN IN & REGISTER, otherwise they will not be able to register accordingly. If he/she already has a gartner.com account under a different address, or he/she would rather set up an account using a different address, they are instructed within the invitation to contact you for you to change this within the ERC (see below Invitation Editing ). After each submission, the ERC will automatically update your pass availability and show under the Status field that the invitation has been sent on <date>. An example of a successful submitted invitation can be seen here:

5 Invitation & Registration Management Once an invitee has accepted your invitation and completed the registration process, the status column displayed in the ERC will change from sent on <date> to Registered. At this point your invitee is now registered to attend and will have a pass awaiting him/her should they arrive at the conference. An example of the status update can be seen here: Invitation Editing You can resend, edit or revoke an invitation provided the invitee has not yet registered. Envelope icon: if an invitee no longer has the original invitation , it can be resent by clicking the envelope icon alongside the invitee s details. Pencil icon: to edit the name and/or job title for an invitation, click the pencil icon alongside the invitee s details and update the fields as prompted. Please note you cannot edit the address in this manner and will instead need to delete the invitation and re-enter the full details with the correct address. As such, you should not use this function to replace an existing invitee with a different person. Bin icon: to delete an invitation, click the bin icon alongside the relevant invitee s details and then click Yes when prompted by the Are you sure...? pop-up box. The invitee will no longer receive this complimentary pass if they register from the invitation . Please use this function if you send an invitation for the wrong type of pass (then re-enter the details under the appropriate pass type), as well as if an invitee will not be able to attend.

6 Please note that you can only make these amendments before your invitee has registered. If you need to cancel a registration or swap a registrant to a different type of pass, please the registration team (us.sponsor.reg@gartner.com). If one of your delegates registers and then wishes to amend any of his details, for example if his job title changes, he/she will need to log into their gartner.com account and update their profile. Transferable Session Cards Symposium Specific At Gartner Symposium/ITxpo events, sponsors who hold an Exhibitor Booth Staff pass can attend unrestricted sessions that are taking place throughout the duration of the event. 'Transferable Session Cards' are given to the sponsor manager for distribution onsite and are used in conjunction with an exhibitor booth staff pass to allow access into sessions. These cards are transferable, however it is not possible to purchase further transferable session cards.

7 HOTEL INFORMATION Below is 3 different scenarios you will encounter when booking a hotel room for one of the Gartner Summits, please select the scenario that works best for your situation: 1- If you need to add a hotel reservation after you completed your Registration. 2- If you are registering and booking your hotel reservation at the same time. 3- Housing is managed by the hotel directly. If you need to add a hotel reservation after you completed your Registration. Gartner Registration is typically open before the hotels are available for booking. If this is the case, you will need to login to your Gartner account. Once you are in your Account, you will see No hotel has been booked. Make Hotel Reservation under the Hotel section. After your CLICK on Make Hotel Reservation, you may be instructed to answer questions on the Event Specific Questions Page, See below:

8 If you are not prompted to the Event Specific Questions Page, you will see the page below after you CLICK on Make Hotel Reservation, you will need to select your check in/out dates. CLICK Continue to proceed to the next page.

9 Based on the check in/out dates you selected, all available hotels will appear on the next page. You may adjust your dates based on availability. Please CLICK on SELECT / MORE DETAILS next to the hotel of your choice. After you CLICK on Select / More Details, all available room types at that hotel will be listed. Please CLICK on Book now to proceed to the next page.

10 After you CLICK on Book Now, you will need to input your credit card information and CLICK on Process Hotel Reservation. Once you complete this page, you will receive a hotel confirmation to the address on file. If you are registering and booking your hotel reservation at the same time. After you complete your registration payment, you will be prompted to the page below, if you would like to book a hotel reservation, CLICK Yes, if not, CLICK No. If you CLICK Yes you can book a hotel using the instructions from the first scenario.

11 Housing is managed by the hotel directly. If you are booking a hotel reservation for any of the below Summit Events, you will need to book your hotel reservation through your Gartner Account. If the Summit is not listed below, you will need to contact the hotel directly to book a room. Please let the Hotel reservation agent know you are with Gartner to receive the discounted room rate. CIO Leadership Forum Data & Analytics Summit Enterprise Architecture Summit Supply Chain Executive Conference Digital Marketing Conference IT Operations Strategies & Solutions Summit PPM & IT Governance Summit Tech Growth & Innovation Conference Security & Risk Management Summit Catalyst Conference IT Financial, Procurement & Asset Management Summit Sourcing & Strategic Vendor Relationships Summit Symposium/ITxpo Identity & Access Management Summit Data Center, Infrastructure & Operations Management Conference Application Strategies & Solutions Summit