How To Find the Right Event Registration Software

If you’re an event organizer, you know how important it is to create a flow that’s seamless and error-free. From pre-event to event-proper and post-operations, everything needs to run as smoothly as possible.  

Among all the countless components of event management, one of the most crucial aspects that event marketers need to focus on is registration.  

If you’re an organizer, you already know how a registration system can make or break your event. That’s why it’s important for you to find the best event management software that can help streamline the whole process and increase your overall efficiency.  

 

 

Common challenges with event registration 

When it comes to selecting the best registration software for your event, it’s not only about finding the best and most high-tech features. More importantly, it’s about finding solutions to common registration challenges experienced in onsite events.  

To give you a better idea, here are a few examples of common challenges event marketers face.  

Long fields 

Having long fields for guests to fill out is one of the most common mistakes marketers make. Before they can even register, the system will ask them for their full name, email address, zip code, area code, and other details that may be too lengthy for the guests. Because of this, some attendees may feel discouraged from registering, thereby affecting an event’s performance.  

Non-Automated fields 

When a registration form asks generic questions (gender, position, age, etc.), the system should have an automated option to make the information-filling process much quicker. The problem is that not all systems have this functionality. Attendees are forced to manually fill in generic information, which can make the whole procedure more time-consuming.  

Non-Essential questions 

Another common issue is incorporating non-essential questions in the registration form. While it’s true that some events may require added fields for data collection purposes, others don’t. Event marketers, therefore, need to establish the essential questions, so they don’t make the mistake of adding new fields in the form that serve no other purpose than to complicate the registration process.  

 

What is event registration software? 

We understand how organizing any event — let alone a large one — can be extremely complicated. The steps every marketer needs to take can be lengthy and tedious. That’s why we want to help organizers simplify the process in any way they can.  

One of the simplest ways to solve event registration problems is to invest in the proper registration software.  

If you’re not yet familiar with this, it’s essentially a tool to help event organizers invite, communicate with, and register event attendees in the most convenient way possible. In other words, it’s an all-in-one platform where you can advertise, register, ticket, and message your attendees to communicate any changes that occur before your event. 

The event registration software can host a public registration portal where you can save information in a secure database and process fees through a safe payment system. 

Should any issues or modifications arise, the platform allows you to send updates through mass communication tools. On top of this, the software enables you to obtain data at the end of the event to analyze your event’s performance.  

If you want to know more about what else an event registration software can do for you, below are some advantages to take note of: 

• Added convenience for everyone 
• Centralized platform for data management 
• Easier reach to international guests 
• Simplified communication 
• Better brand promotion possibilities 
• Enhanced flexibility 

How to find the right event registration software 

With event registration software, you can streamline your process, track your attendees, communicate new information, and monitor progress with just a click of a button. But to get these benefits, finding the right event registration software is essential. 

Not sure where to start? Here’s a short guide. 

Establish a budget 

First things first, you need to establish a working budget. An event registration system can be costly, especially if you require a comprehensive and specialized set of features. That’s why it’s important to determine how much you’re willing to spend and find software that can fit your budget.  

To do this, you need to analyze your event’s needs. You don’t have to get the most high-end solution if you only need the bare minimum. For example, software with basic features (such as name and contact information collection) will suffice if you’re only using the platform for tracking purposes. However, if you require something more complex, you need to anticipate its higher value already and, in turn, set the appropriate budget to meet your needs.  

Determine event goals 

This goes together with establishing your budget. Because what you want to achieve with your system directly correlates to what you want your registration software to do.  

For example, if your event’s goal is to have high attendance, your software should be able to have a tracking feature to help you collect the number of registrations and attendees.  

On the other hand, if your goal is to promote an event, your system should have a personalization tool to allow you to modify your page to advertise your event. Perhaps, it can even include a countdown feature to inform potential attendees when your event will be held.  

In another case, if you’re hosting either a hybrid or virtual event to raise funds for charity, you may also want to consider investing in software that can process various payment methods (including credit card, debit card, cashless transactions, bank transfers, etc.). 

Every event is a unique experience and hence, has unique objectives. By identifying each objective, you can pinpoint the right event registration system. 

Identify must-have features 

While your event’s goal influences your must-have features, they’re not only limited to that. You can also list features you want your software to have to enhance overall functionality and user experience. 

Some key features that can be useful for your various events include the following: 

• Ease of use: If you want to make the registration process faster and easier to use, you can opt for software with automated data collection. These will enable your attendees to instantly fill certain fields so they wouldn’t need to type out their answers individually.  
• Payment security: In case you also require payment for entry to your event, you can consider incorporating a user-friendly payment procedure to ensure that their payments are completed in the safest and most secure way possible. Make sure to also offer a wide range of payment options to increase convenience.  
• Event ticketing: After paying, your platform can also issue an event ticket to be sent to their email address. This is what’s known as event ticketing, and it works for events revolving around conferences, concerts, workshops, etc. Rather than sending out individual tickets, you can send a soft copy of the ticket to all of your attendees. 
• Data analytics: Having software that can collect data can be extremely valuable to understand event performance. It can highlight certain strengths and underline points for improvement so you can enhance the event experience in the future.  
• Customization and scalability: Finally, finding an event registration software with customization and scalability features can help you adapt to all types of events, ranging from small gatherings to large conferences. 

Read reviews 

While browsing the internet for the best event registration software, you may come across several companies or brands offering products with similar features. What do you do then? Compare each one to see which will suit your needs. But of course, every company will sell their product the best they can. This means that you will have a difficult time distinguishing one from another. The only way you can clearly understand how each one stacks up is by reading client reviews.  

Reviews from fellow organizers can give valuable insight into how each software works. They can mention strong points and weaknesses, so you can better assess them for yourself.  

Finalize your decision 

Once you read through all the reviews, it’s time to narrow down your options until you can finalize your decision. This step may take a lot of time and consideration, so make sure not to rush to a conclusion.  

Always weigh the pros and cons. Plus, align them with your budget and your goals. When you find a product that can meet your event requirements, fit your budget, and offer the essential features, you know that such a product is the right one for you.  

 

Event registration solutions from Expo Logic 

Looking for the top event registration system for your events? Look no further than Expo Logic.  

We offer flexibility 

Our robust collection of solutions offers a broad spectrum of possibilities for your event to thrive. Through customization and complete flexibility, we can develop registration software that caters to every event organizer’s needs and ensures a smooth and stress-free event. 

We provide unparalleled support 

We believe in becoming part of a greater team. If you work with us, we’ll be your guide every step of the way. From setting up your own platform to executing your event, our experts at Expo Logic will be by your side to assist you in any way we can.  

We guarantee ease of use and integration

Because of our experience in the industry, we know how important it is to create software that’s easy to use. Despite the high-tech integration, we are always committed to making the user experience as simple as possible for the administrators and the attendees.