No dedicated system required. The optimal solution to use the seminar and event application form as it is for "online payment"

"The application for participation is going well, but the burden of payment management is close to the limit" "I am busy identifying the transfer holder, and I can't devote time to planning seminars and managing the day that I should be focusing on."

In the secretariat management of seminars, academic conferences, and events, this analog payment management is a major bottleneck that reduces the speed of operation. While feeling the need for digital transformation (DX), the introduction of expensive dedicated systems is a hindrance in terms of cost and learning man-hours. Do you have such a problem?

What is needed now is a smart solution that optimizes the "payment Payment Experience" while leveraging familiar application forms to bring positive value to both the office and participants. In this article, based on the knowledge of GMO Payment Gateway (GMO-PG), which has a number of implementation support Actual, we will show you how to smoothly implement online payment using existing forms.

Optimizing the "payment Experience (PX)" to Accelerate Seminar and Event Management

Even if you don't contract expensive dedicated systems, you can introduce cashless payment before and after just by utilizing the participant roster collected in the existing form.

This is achieved through "PG Multi-Payment Service Link Type Plus", one of the online payment provided by GMO Payment Gateway (hereinafter referred to as GMO-PG). PG Multi-Payment Service is a payment system for businesses that can implement and manage a variety of payment method at once, from Credit card payment to CVS Payment and Pay. Among them, Link Type Plus is a link-type payment service that allows you to easily introduce payment functions by issuing a payment URL from the management screen, sending it to users by email, etc., or linking it to your own website.

The secretariat can simply upload the list of participants collected in the form you are currently using in CSV format, and send a dedicated payment guide to each participant by email without any system modifications. A major feature is that it can build safe and smooth payment conductors while minimizing development man-hours.

Why can't we take the step to introduce a "dedicated system"?

There is a common pattern in the "walls" faced by many secretariats.

1. Initial cost and operational weight: The monthly cost and introduction man-hours are large, making it difficult to make a profit for a one-off seminar or a small conference.
2. Divergence from existing flows:There is a sense of resistance to renewing the reception flow of Google Forms and other systems that are already in operation to match the system.
3. Security concerns:You want to implement payment, but how do you eliminate the risks associated with managing credit card information?

To address these challenges, the idea of entrusting payment practices to a "Actual-rich payment platform" is the key to achieving both operational flexibility and security.

3 reasons to use Link Type Plus with your existing form

The application is a "familiar form", and the participation fee and membership feepayment are on the "Actual-rich payment platform". This division of roles will change operations to a smarter form.

1. No development required. Leverage lists to implement online payment

Link Type Plus is a method that uses a separate payment screen provided by GMO-PG. There is no need for system development on the side of the secretariat. Simply import the participant list in CSV format to automatically generate a dedicated payment URL for each participant and send a guide email all at once.

2. Advanced security. Improving trust by "not having" card information

Trust in the safety of information is essential to a "good payment experience" for attendees. Link Type Plus performs everything from card information entry to processing in the secure environment of GMO-PG. The secretariat does not "pass, process, or store" any participants' card information, so it is possible to ensure high reliability while minimizing risks.

3. Streamlining the clearing process. Turning the man-hours of the secretariat into time for "growth"

payment Completion information is reflected in the dashboard in real time. By streamlining the analog task of reconciling (clearing) the holders, the secretariat will be able to focus on "creating content for seminars and academic conferences that should be focused on."

Procedure for sending payment information using existing application data

This is a specific operation flow to minimize the man-hours of the secretariat and prevent mistakes.

1. Application acceptance using the form

Accept applications using survey tools such as Google Forms or your company's existing forms.

*When operating the Handling of Personal Information, please comply with the Secretariat's privacy policy and take appropriate measures to protect personal information. This article uses Google Forms as an example, but it's not a recommendation for any specific tool.

2. Application deadline and data output

After the application period ends, we will output a list of participants (name, email address, amount, etc.) from the form in CSV format.

Bulk sending payment invitational emails with 3. CSV import

Import the printed application data (CSV) to the management screen.

• Simultaneous delivery: With a single button, you can send an email with a dedicated payment URL to each participant.
• Eliminate errors:Apply data and payment data are linked in the system to prevent manual errors.

4. Real-time progress tracking

When a participant completes a payment from a URL in the email, the status is updated instantly. You can also smartly manage your progress, such as narrowing down to those who have not made a payment and sending re-guidance.

Criteria for choosing a partner: Reliability that makes your business "+"

Regardless of the size or type of business, as long as you are dealing with important money and information in any form, it is important to "not stop and do not leak". This is because stagnation in payment not only undermines participant trust, but also directly leads to lost opportunities for organizers.

Based on a solid infrastructure adopted by government agencies and major companies, GMO-PG provides the following value as a partner that supports merchants' businesses.

• Actual and stability: A system with an average utilization rate of 99.999%*2 that supports a huge number of transactions with an annual processing volume of over 13 trillion yen*1.
• Support system: A generous system that provides support from a professional perspective from before introduction to after operation.
• Flexible scalability:It's easy to scale your conference or add payment method to meet your needs, such as CVS Payment and Pay.

*1: Consolidated GMO-PG and Epsilon payment services from January ~ December 2025 Actual

*2: Average Actual credit cards from January 1, 2022 ~ December 31, 2024. Excludes outages due to external failures and maintenance

Summary: payment From experience to seminar and event management.

"I want to change my current operation, but I don't want to take on big risks and costs." As one of the answers to this problem, we introduced a use case of combining payment guidance with "Link Type Plus" with the existing reception flow.

It reduces the burden on the secretariat and provides a stress-free payment experience for participants. This "improved payment experience (PX)" will help the success of seminars and events, and ultimately the business growth of the secretariat.

Please feel free to contact us first to see if it is feasible in the operation of the secretariat. Let's find the optimal "form of utilization" together.