Event Registration is perfect for any type, category, or size of event anywhere.
Regardless of how simple or complex your event registration strategy, event registration with Event Smart can help you deliver the best experience for every attendee, save time and money, build a lasting relationship with your audience, and learn how to make your next event even better.
Define Event Registration
Event registration is the process by which an event planner organizes attendance to an experience for one or more attendees. The event registration process can be as simple as a paper list that the event planner uses to record details about attendees, or a more advanced event registration system that gives attendees multiple ticket options, collects detailed information about the attendee, processes payments, scans and validates registrations or tickets at the door, communicates with attendees automatically and tracks attendance.
Event organizers should choose a event registration process that fits the needs of each event, and can help them achieve their goals.
— Event Smart (@EventSmart) October 19, 2015
Event registration can help deliver your best experience for every attendee
People attend your events because they are unique or offer an experience they need to have. With the right event registration process you can deliver to your audience the unique experience they expect.
1. Ask the right questions, get the right answers. Event registration gives you the opportunity to ask your audience specific questions with paper or electronic registration forms; and then the answers to those questions can help you tailor your event to their needs. Get answers to critical questions such as:
- How many people want to attend? – The number of people attending does matter.
- How many people have paid to attend? – You have to collect enough money to deliver this experience.
- How many children or adults are planning to attend? – Make sure the event is appropriate for children and/or adults.
- What type of person is registering? – Verify the credentials or experience your audience has.
- What topics are they interested in? – Do they have preferences or expectations?
- Where are your attendees traveling from? – Do you need to help them with travel accommodations?
- Does your audience have any special needs or requests?
- Did they agree to your terms and policies?
2. Secure your event. You probably don’t organize events for dignitaries, executives or officials very often, so this doesn’t just mean providing body guards, security guards, or bouncers.
Providing security for your events means you take precautions that:
- Those who are entitled to attend can attend.
- Those who are not entitled to attend are excluded.
- You protect your event from being derailed by unexpected guests, inappropriate actions and conduct of staff and participants.
- Both staff and participants follow the processes, rules and guidelines that are established. This will ensure that people don’t get frustrated with delays, favoritism, and unmet exceptions.
Event registration helps protect your attendees, staff, and the whole experience of your event.
Event registration helps protect your attendees, staff, and the whole experience of your event. pic.twitter.com/szc5yRbN32
— Event Smart (@EventSmart) October 20, 2015
3. Meet expectations. Nobody complains when you exceed their expectations. 😀 However, few things can derail your event like staff who are frustrated because they don’t have the information or tools they need. If your team is frustrated, you risk that frustration being passed on to your attendees. Keep your audience raving about you by giving your staff the information and tools they need.
Your staff and attendees should have clear expectations about what will happen at your event. You need to train your team to follow processes so they can deliver a consistent experience. If you don’t know enough about your audience you risk having a discrepancy between the expectations you have set for your staff and attendees.
Do yourself, your staff, and your audience a favor and build the right event registration process that can give them what they expect.
4. Remove distractions. People often have a hard time focusing. What is not happening at your event might be just as important as what is. If you are distracting your attendees with irrelevant messages, poor quality content, rude sponsors, inappropriate behavior, or a distracting venue, etc., your audience will not have the experience they hope for.
— Event Smart (@EventSmart) October 21, 2015
Get to know your audience and learn what they will find distracting and what they will find engaging. Remove the distracting parts of your event so they can more easily focus on what they value and like about your event.
Design your event registration system so that you have a clear picture about what events, activities, information, and people your audience finds to be very engaging. If you don’t know what your audience wants, you also probably don’t know what they don’t want. Without knowing what your audience wants or not, you have an equal risk of giving them a bad experience as a good experience.
Save time and money
Event organizers have a responsibility to themselves, their organizations, and their audience to manage their resources efficiently. Your event registration system can help or hinder your efforts to make an impact and fund your goals.
— Event Smart (@EventSmart) October 21, 2015
1. Be accountable. It doesn’t matter if you are given a certain budget to organize events. At some point, you or your organization will have to ask important question that have a direct impact on the event registration systems you use. Eventually you will have to be accountable to answer questions like these:
- What can you afford to spend organizing your events? – This will largely depend on the number of attendees you have registered, the price they paid, the price of similar events, the cost of people and materials.
- Which attendees/tickets were profitable and which were not? – To answer this question you need to know exactly which attendees purchased which tickets and for how much.
With a robust event registration process like Event Smart to identify attendees, how much they paid, and the activities they participated in, you can answer those questions.
2. Eliminate waste. A penny saved is more than a penny earned. When you eliminate waste at events you save a penny and learn what attendees do not value. Eliminating waste removes the least favorable options. When the less popular options are removed, that makes room to find the more favorable options. Removing waste also gives you resources to invest in options you know your audience likes more or to offer even better options that were not feasible before you eliminated waste.
Giving your audience multiple ticket options and asking them key registration questions gives you powerful data. Without that event registration data, you have less insight into how efficient you are with your resources. With Event Smart you can host a million events for free and sell a million tickets for free and all the essential event registration features are free too.
— Event Smart (@EventSmart) October 26, 2015
Build a lasting relationship with your audience
The job of an event organizer is to deliver an awesome experience. Audiences will not attend your events if they don’t trust that you can deliver on your promises. Your goal as an event organizer should be to establish trust with your audience before, during and after the event. The better you can communicate and deliver on your promises, the more likely your audience will trust you with their time and money in the future.
Without a sufficient event registration system (paper, online, etc.), it will be difficult to communicate your expectations to your audience and for your attendees to communicate their expectations to you. How would you know what your attendees expect if you didn’t ask them? How will you know if your audience had a good experience and that you met (or exceeded) their expectations unless you ask them?
— Event Smart (@EventSmart) October 22, 2015
Your event registration process should build trust with your audience.
Learn how to make your next event even better
When you have access to the right event registration data, you have powerful data to examine your performance and try to identify ways to improve.
- Did we get enough or too many people?
- Did we get the right people?
- Did we get the right information from our attendees to give them the best experience, or did they give up filling out forms?
- What events were popular?
With your event registration data, you can also examine your data over time to identify trends.
- Do you have more people wanting to attend this event than the last event?
- Did we have more people actually attend, or did we have more people not show up, than the last event?
- Which tickets and activities were popular?
If you’re not collecting the event registration data, it is far more difficult to answer these questions.
You could use a napkin to collect event registration data (not recommended) or you could use an advanced event registration system like Event Smart. Either way, you are more likely to be successful in building a audience for your events over time when you collect attendee information for their benefit and your long-term success.