Have you ever wished for a better way to manage basic but critical processes like event registration? Have you ever tried to sign up for an event only to wind up frustrated by an unnecessarily complex or confusing process? Maybe you felt so fed up that you abandoned your registration altogether. Unfortunately, this happens to potential event attendees all the time, but it doesn’t have to.
With the right event planning solutions, you can have greater control over the entire attendee experience, from registration to post-event surveys, creating a streamlined event flow and providing you with actionable insights in the process.
Event registration should be as easy and hassle-free as possible, and that’s where event technology proves invaluable. We’ve compiled these strategies to simplify event registration and showcase how using event technology can optimize the experience for all stakeholders.
Common Challenges with Event Registration
Event registration can be complicated when event managers overthink exactly how much information they need to gather at the outset.
Picture a registration form cluttered with too many fields (ex: first name, last name, middle initial, email address, mailing address, city, state, zip code, and even an area code). While this might be necessary information, it can appear overwhelming on a simple sign-up form and result in discouraged attendees who might even abandon their registration altogether.
Other common challenges with event registration are:
- Fields are not marked as “required,” though they should be
- Password fields are not securely protected
- Using single-step instead of multi-step forms
- Having too many non-essential questions
- Not using conditional logic
- Not explaining why you require sensitive information
- Not using field labels
- Making phone number fields required rather than optional
How to Simplify Event Registration
Fortunately, there are simple ways to streamline the event registration process, ensuring you never miss out on another attendee registration. With these strategies, you can manage the process with ease and confidence.
Offer Paper Forms
Although so much of our daily communication and interactions are conducted online, it’s important to remember that there is still a small group of people who prefer to do things on paper. By offering paper forms, you show consideration and inclusivity to all of your potential attendees.
Publish the Registration Link
One surefire way to lose potential attendees is by sending them on a wild goose chase to find your event’s registration form. You should ensure that you include a link to your registration form on your website to provide attendees with easy and obvious access.
If the registration is completed on your company’s website, attendees are more likely to trust the process of submitting their payment information. This is also an easy way for you to streamline the registration process by allowing registrants to autofill their data that is already stored in your database.
Accept Different Payment Methods
Accepting multiple forms of payment is helpful for attendees because it doesn’t limit them at the time of registration. You should offer different options, like a variety of major credit cards and PayPal, as well as the ability to process foreign credit and debit cards.
Attendees should also be able to use their payment information that is saved on your company website (if applicable) to expedite the online registration experience.
Encourage Group Registration
Group registration is helpful because it allows you to organize guests by the group they plan to attend with; however, each member of the group will still have to register individually.
This can be beneficial when planning seating arrangements and valuable for people who will attend a special event with other family members because the head of the party can pay for the entire group.
Reconfirm to Eliminate No-Shows
Empty seats never look good at an event. One way to help avoid no-shows is by reconfirming with registered attendees. This can be as simple as sending a text or email, allowing the attendee to click a button and confirm that they still plan on being present at the event. Reconfirming attendance empowers you to plan accordingly when it comes to food, beverages, or freebies.
Include Simple, Relevant Questions
Less is more! Make your registration form minimal and only ask simple, relevant questions like name, address, and billing information. If you need to include a few more questions at the end of your registration, you should; however, we recommend indicating them as preference questions. For instance, you could ask about dietary restrictions or preferred seating arrangements as preference questions.
Another component you can add is an optional survey for guests to fill out. Or you can offer attendees the chance to upgrade to a VIP ticket. We caution you not to go overboard, though. Stick to the basics – simple questions and confirmation, followed by a short and sweet thank you page.
Make it Mobile-Friendly
Filling out a registration page can be done easily and on the go. No one wants to schedule a time to sit down at their computer just to fill out a registration form. If potential attendees want to register while they are out and about, they should be able to.
To make sure your registration is mobile-friendly for multitaskers, ask yourself some questions:
- How does the page look when accessed on a mobile device?
- Is the information legible and conveyed clearly?
- Does the format fit on the screen of a mobile device, or is there a lot of zooming and scrolling required?
If necessary, you can create a specific registration option for those who prefer to register on a mobile device.
Provide Seamless, On-Site Check-In
The event registration process is a preview of the main event’s experience, so ensure your event meets, if not exceeds, expectations. An inefficient or time-consuming check-in process can instantly damage an attendee’s perception of your event. A seamless, on-site check-in, on the other hand, sets a positive tone for the event, making attendees feel welcomed and valued from the moment they arrive.
Attendees should be able to simply scan a barcode and print their own badge or ticket instantly. The quickest and easiest check-in will ensure that attendees embark on your event with a positive mindset.
Use Event Registration Software
The event registration should be the simplest part of preparing for your event. With event technology, you can optimize the entire experience for attendees and streamline your process to make your efforts more efficient and effective.
Using an event registration software allows all information to be stored in one place, making it easy for you to effectively communicate updates regarding your event information, as well as collect data about potential attendees.
Some benefits of an effective event registration software are:
- Increased attendance
- Increased revenue
- Reduced costs
- Time savings
- Decreased number of errors
- Consistent access to real-time information
- Improved customer satisfaction
Your attendee list is arguably one of the most essential components of event planning because it gives you the basis for everything that you will plan after. Event registration software is a great way to make the registration process easier for attendees while also providing your company with accurate information.
