How to Set Up Online Registration for an Event

Although she certainly wasn’t talking about online registration, we think this quote by Maya Angelou is appropriate, “Do the best you can until you know better. Then when you know better, do better.”

We’re using this blog post to make sure you know that better is out there, in the form of online event registration facilitated by event management software. Why is online registration so much better than old-school methods?

Between streamlining the process, maximizing attendance, and enhancing attendee experience, we can’t say enough good things about setting up online registration for your next event.

So, instead we put together a comprehensive guide on how to set up online registration for your event effectively so that you can reap the benefits yourself.

Setting Up Your Event Management Registration Process

Setting up the registration process and event check-in management for your event involves several key steps and processes. Don’t worry — they’re all surprisingly simple, especially if you take them one at a time to ensure proper completion.

First things first …

Define your event.

Before diving into your registration setup, it’s essential to clearly define your event. This includes outlining the purpose, date, time, location, target audience, and any other pertinent details. Defining your event upfront provides clarity for potential attendees and helps you tailor your registration process accordingly. Don’t sleep on this step!

Choose a registration platform

Selecting the right registration platform is critical for the success of your event. Consider factors such as cost, features, user-friendliness, and integration options. Ideally, you want a comprehensive event registration platform with customizable solutions tailored to your specific needs.

Create your registration form

Designing a user-friendly registration form is essential for collecting necessary attendee information efficiently. Keep the form simple and easy to fill out, while still capturing essential details such as name, email, contact information, preferences, and any special requirements. Easy-peasy!

Promote your event!

Effective promotion is key to driving attendance to your event. Utilize various marketing channels such as social media, email marketing, partnerships with industry influencers, and targeted advertising to reach your target audience.

Download our whitepaper and learn how to market your event with online registration.

Monitor registration

Track registration progress and monitor sign-up trends using analytics tools, while keeping a close eye on registration metrics, such as registration rates, ticket sales, and demographic data to make informed decisions and adjust your promotion strategy as needed. With event attendance tracking software, you’re in a better position to manage and monitor your event’s success.

Send confirmation emails

Sending confirmation emails to registrants is essential for providing event details, logistical information, and any other relevant instructions. Customize confirmation emails to ensure a personalized experience for each attendee.

Prepare for check-in

Ensure a smooth check-in process by setting up check-in stations, training staff, and preparing all necessary materials in advance. On-site check-in solutions streamline the check-in process, by reducing wait times and enhancing attendee satisfaction.

Follow up

Send reminders to registered attendees as the event date approaches to keep them engaged and informed. After the event, send thank-you emails, gather feedback, and nurture ongoing relationships with attendees to foster loyalty and drive repeat attendance. This will also help convert first-time attendees into loyal, repeat registrants of your upcoming events.

Manage on-site registration

Have procedures in place for handling on-site registration for attendees who may not have registered in advance. Expo Logic’s on-site registration solutions simplify the process, allowing for seamless on-site registration and payment processing.

What Should You Include in an Event Registration Form?

Event registration forms should include essential fields to collect necessary information from attendees, such as the following:

Field 1 — Personal information:

  • Full Name: First name and last name of the attendee.
  • Email Address: Primary email address for communication regarding the event.
  • Phone Number: Contact number for event-related inquiries or updates.
  • Address: Optional field for mailing address if needed for event materials or follow-up communication.

Field 2 — Demographic Information:

  • Age: Age range or specific age of the attendee.
  • Gender: Gender identity of the attendee (optional).
  • Occupation: Profession or job title of the attendee.
  • Company/Organization: Name of the attendee’s employer or organization (if applicable).

Field 3 — Registration Details:

  • Registration Type: Specify the type of registration (e.g., general admission, VIP, student, etc.).
  • Ticket Quantity: Number of tickets or registrations being purchased by the attendee.
  • Additional Options: Checkbox or dropdown options for add-ons or optional event features (e.g., workshops, seminars, networking events, meal preferences, etc.).
  • Promo Code: Field for entering promotional codes or discount offers (if applicable).

Field 4 — Payment Information:

  • Payment Method: Selection of payment method (e.g., credit card, PayPal, invoice, etc.).
  • Credit Card Information: Fields for entering credit card details for payment processing (if applicable).
  • Billing Address: If different from the attendee’s address, provide a field for entering the billing address for payment processing.

Field 5 — Special Requests or Accommodations:

  • Dietary Restrictions: Options for specifying dietary preferences or restrictions (e.g., vegetarian, gluten-free, allergies, etc.).
  • Accessibility Needs: Field for indicating any accessibility accommodations required (e.g., wheelchair access, sign language interpretation, etc.).
  • Other Special Requests: Open-ended field for attendees to specify any additional requests or accommodations needed.

Field 6 — Agreements and Disclaimers:

  • Terms and Conditions: Checkbox or link to terms and conditions of registration, including cancellation policies, liability waivers, and event policies.
  • Consent to Privacy Policy: Consent checkbox for agreeing to the event organizer’s privacy policy regarding data collection and usage.

Field 7 — Emergency Contact Information:

  • Emergency Contact Name: Name of the attendee’s emergency contact person.
  • Emergency Contact Phone Number: Contact number for the attendee’s emergency contact.

Field 8 — Additional Information:

  • How Did You Hear About the Event?: Optional field for attendees to specify how they learned about the event (e.g., social media, email newsletter, word of mouth, etc.).
  • Comments or Questions: Open-ended field for attendees to provide any additional comments, questions, or feedback.

By including these elements on your event registration form, you can efficiently collect all the necessary information from attendees while providing a seamless and user-friendly registration experience.

Be sure to tailor the form to suit your event’s specific needs and requirements to support a smooth registration process for all involved. In other words, you might not need all eight fields suggested, but they should help you get started creating your ideal registration form.

What are the key benefits of promoting event registration in advance?

We’re glad you asked! Promoting event registration in advance offers several key benefits for both event organizers and attendees that you’ll want to take advantage of ASAP. For instance:

  • Higher attendance rates: Promoting event registration in advance allows you to reach a larger audience and generate interest in your event well before the actual date. By giving potential attendees ample time to plan and schedule, you increase the likelihood of them committing to attending your event.
  • Better planning and preparation: Early registration provides organizers with valuable insights into expected attendance numbers, allowing for better planning and preparation. This includes arranging venue logistics, scheduling speakers or performers, ordering catering services, and coordinating event activities more efficiently.
  • Increased revenue: Early registration often comes with incentives such as early bird discounts or special offers, encouraging attendees to register and pay for tickets sooner. This upfront revenue can help cover initial event expenses and provide a clearer picture of the event’s financial viability.
  • Enhanced marketing opportunities: Promoting event registration in advance creates opportunities for ongoing marketing and promotion efforts leading up to the event. Organizers can leverage various channels such as email newsletters, social media campaigns, targeted advertising, and partnerships to maintain momentum and keep the event top-of-mind for potential attendees.
  • Improved attendee engagement: Early registrants have more time to engage with pre-event communication and promotional materials, fostering a sense of anticipation and excitement for the upcoming event. This heightened engagement can lead to greater attendee satisfaction and a more positive overall event experience.
  • Streamlined check-in process: Knowing the number of registered attendees in advance allows organizers to streamline the check-in process on the day of the event. With fewer last-minute registrations to process, check-in lines can move more quickly, reducing wait times and enhancing attendee satisfaction.
  • Opportunity for personalization: Early registration gives organizers the opportunity to gather attendee information and preferences in advance. This data can be used to personalize the event experience, such as customizing session recommendations, providing relevant content or resources, and tailoring networking opportunities based on attendees’ interests and preferences.
  • Facilitates networking opportunities: Advance registration allows attendees to connect with one another before the event begins, facilitating networking opportunities and fostering connections within the event community. Organizers can encourage pre-event networking through online platforms or social media groups, creating a sense of community and camaraderie among attendees.

All told, promoting event registration in advance is essential for maximizing attendance, optimizing event planning and preparation, and creating a positive experience for both organizers and attendees. By leveraging early registration incentives and strategic marketing efforts, organizers can generate excitement, drive ticket sales, and ensure the success of their events.

How to Get More Registrations for Your Event

Encouraging early registration for your event is a wise move for several reasons, including better planning, increased revenue, and improved attendee engagement, to name a few. Look at these effective strategies proven to encourage early registration. Each one should help you get started and refine your overall event management strategy…

  • Early bird discounts: Offer discounted registration rates for attendees who register early. Early bird discounts provide an incentive for attendees to commit to your event sooner rather than later. Make sure to clearly communicate the deadline for early bird registration to create a sense of urgency.
  • Limited time offers: Create limited time offers or promotions exclusively for early registrants. This could include bonus incentives such as free merchandise, access to exclusive content or sessions, or priority seating. Limited time offers add urgency and excitement to the registration process, motivating attendees to sign up early to take advantage of the benefits.
  • Tiered pricing: Implement tiered pricing for registration, with progressively increasing rates as the event date approaches. By highlighting the savings available through early registration, attendees are incentivized to secure their spot sooner rather than later to lock in the lowest rate.
  • Early access to content: Provide early registrants with exclusive access to event-related content, such as speaker bios, session topics, or downloadable resources. Giving attendees a sneak peek of what to expect at the event can build anticipation and encourage them to register early to access this valuable information.
  • Promotional campaigns: Launch targeted promotional campaigns specifically aimed at driving early registrations. Utilize email marketing, social media advertising, and other digital channels to communicate the benefits of early registration and remind potential attendees of the deadline for early bird discounts or special offers.
  • Create FOMO (Fear of Missing Out): Use storytelling and social proof to create a sense of FOMO among potential attendees. Highlight the popularity of your event, showcase testimonials from past attendees, and emphasize the limited availability of tickets or exclusive perks for early registrants to drive urgency and encourage immediate action.
  • Partner with influencers: Collaborate with industry influencers, speakers, or sponsors to promote early registration to their respective networks. Influencers can help amplify your message and reach a broader audience, increasing awareness and driving registrations from their followers.
  • Streamlined registration process: Ensure that the registration process is quick, easy, and user-friendly. A complicated or lengthy registration process can deter potential attendees from completing their registration, even if they intend to register early. Use an intuitive event registration platform to streamline the process and minimize friction for attendees.

Download our whitepaper to discover how to revolutionize your ticket sales through online event registration.

Encourage early registration for your event by implementing a few — or all — of these tips. Doing so will only result in better attendance, increased revenue, and a more successful overall event experience for both organizers and attendees. You can’t lose.

Choosing the Right Event Registration Software

When selecting event registration software, consider the following factors:

  • Specific needs and requirements of your event
  • Budget constraints and cost-effectiveness of the software solution
  • Features and functionality offered, such as attendee management, reporting tools, and customization options
  • Integration capabilities with other event technology solutions and third-party platforms

Expo Logic offers a flexible and customizable event registration software solution tailored to your specific needs, with seamless integration capabilities and robust features to enhance the registration process for both organizers and attendees.

Common Mistakes to Avoid During Event Registration Set Up

Avoid these common pitfalls and mistakes during the event registration setup process:

  • Poor planning and lack of clear objectives or goals for the event. We’ve cited him before and we will again; in the words of Benjamin Franklin, “By preparing to plan you are preparing to fail.”
  • Insufficient promotion and marketing efforts, leading to low registration numbers
  • Technical issues with the registration platform or website, causing frustration for attendees. We’re here to say this is completely avoidable with the right event management software.
  • Inadequate communication with registrants, resulting in confusion or missed opportunities for engagement

By following these guidelines and leveraging Expo Logic’s event technology solutions, you can set up an effective online registration process that maximizes attendance, enhances attendee experience, and drives the success of your event.

Ready to explore how Expo Logic will make registration work for you? Request a demo today!

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