Thread: Advance registration alternative?

I'm running my first "advance registration required" class in October. I'm requiring advance registration so I'll know ahead of time if there are enough people to hold the class & pay for the studio space. I'm limiting the number of participants to 10. I'll likely use Eventbrite for it - I get so many people always calling to ask how many have registered for a class, I like the feature that shows how many spots are still available.

I got a call this morning from a woman who wants to register, but she has trouble with online registration. Dunno what trouble, because registration isn't open yet & won't be for a couple of weeks. Maybe she doesn't use cards, I don't know. Anyway, I don't accept personal checks & no cards unless it's via PayPal (what I've been using) ahead of time/prior to class starting. My other classes I've offered the option of pay in advance or "cash only" the first night if they chose not to do it online, but I can't really offer that sort of loosey-goosey alternative at this new space. I need to know how many are definitely paid & registered.

I'm excited someone's already calling for the class wanting to register when it's not even open yet, I hope this is a good sign, but I don't know what alternative, if any, to offer this lady when I call her back.

I'm trying to decide if it'd be better to heavily encourage online registration for the class, saying something like: "Class size limited to 10. $XX in advance, $XY ($5-10 more) at the door, if space is available. Cash only, please." I'd still have to have X number registered online to know I can hold the class, though.

WWBD?

Do you mind me asking why you won't take a check as long as it clears before the first class?

My guess is that it's probably a pain to play the waiting game and dance around those funds in one's account until the check actually clears? (Which can take a while, depending on the check, though if it comes out of a bank in the area, there won't be the worst delay there could be.) Then there's check fraud--and whoever's holding it last is liable!

For one student this probably wouldn't be a problem, but if you let one, then a bunch will want to, and... I can understand why some people wouldn't want to mess with it.

I wondered about the personal checks too. I've always accepted them, and out of the hundreds and hundreds (thousands?) of checks I've accepted over the last 10 years, only a handful (fewer than 5?) have ever been a problem. Even with those, it was just an unintentional screw-up on the part of the student and was cleared up quickly with a phone call.

I don't think most people are going to intentionally commit check fraud just to sign up for a bellydance class.

If i didn't accept checks, though, I think I'd feel compelled to make myself available to receive cash from people. Meet them at the studio or let them come to one of my existing classes to pay.

Not everyone has a credit/debit card, and not everyone who does is comfortable with online transactions.

A lot of people don't use paypal, so I run into this problem with preregistrations all the time. If paypal is your only credit card option (ie: you don't have a merchant account where you can take credit card info over the phone), then you either need to accept checks or make yourself available to receive cash.

If it's waiting for a check to clear that worries you, how about asking for a money order?

I've learned very quickly that if you absolutely need pre-registered students you have to make it easy for them to pay you. I exactly ditto what Lauren said - over the years I've taken in hundreds of cheques and only have had one not clear. Seriously, only one. People who don't have/use credit cards or won't use on-line payments are happy to mail or drop off a cheque - but unlikely they will make a trip to the bank to get a money order. The more work a student has to do to register, the less likely they will do so. I highly advocate accepting personal cheques. Just make sure it clears before class starts, and you're good.

Sorry, didn't meant to start a thread then disappear like that...

I haven't been taking checks because I don't have a business bank acct to run them through (the fees are atrocious & I don't make nearly enough to keep the minimum balance required to have one), and initially when I did try to take them people didn't want to make it out to me, only my dba/biz name. I've no address to mail checks to, though I guess I could get a PO Box. Cash or PayPal has worked fine so far.

How do you handle mail in registration & cut offs?

Use the cancel date on the envelope, like the IRS uses for the date.

We have used a lower price to try to incentivize students to register early, then the price goes up a week or so before the class.

Originally Posted by TexasRuya

Sorry, didn't meant to start a thread then disappear like that...

I haven't been taking checks because I don't have a business bank acct to run them through (the fees are atrocious & I don't make nearly enough to keep the minimum balance required to have one), and initially when I did try to take them people didn't want to make it out to me, only my dba/biz name. I've no address to mail checks to, though I guess I could get a PO Box. Cash or PayPal has worked fine so far.

How do you handle mail in registration & cut offs?

Ask around at different banks- my credit union allows me to take checks with my dba on it in a personal account as long as I have a copy of my business license on file at the branch where I cash the checks (or I could bring a copy with me if I need to cash it at another branch.) It takes a minute the first time, because they have to verify on the state business license website that it's all legit, but it works really well for me. The bank I have my other business at only charges for a business account if there are more than 30 checks in a month, or the balance is below $500. Every institution is different, so it's worth asking around.
Otherwise, just make a nice, official looking note that says "please make checks payable to xxx." I think folks are just worried about something underhand- wondering if the teacher is trying to rip off the studio (not understanding that I *AM* the studio) or tax evasion or something- making a very official looking sign, putting it formally on registration forms, etc. seems to put folks at ease. I think it's funny because they have no problem handing me cash, but ask for my name on the check & I'm suddenly shady...

I'm curious to see how this works for you. Asking folks to pre-pay with the possibility of a cancellation if the class is not full MAY discourage some folks from giving you money that they suspect they might not get back.

PS Credit unions are often more flexible in dealing with business checks in non-business accounts.

Thanks for the suggestion, I'll check with the credit union here.

I get about 50/50 of paying in advance vs paying on site in cash. I've only had a couple of people say they paid cash because they wanted to make sure I was real/legit first. Otherwise, to me anyway, it seems to be mostly a matter of whichever's most convenient.

That being said, if the credit union works out then I'll definitely open that up as another payment option.