Blog title

Your event registration checklist

Rebecca McConnell
By 19 July 2018
Whether you are planning internal meetings and training sessions or marketing external conferences and social events, you need a way for people to confirm their attendance and identify them on arrival. 

So here are 5 easy steps to get ‘registration’ ticked off on your to-do list. 

1.    Set up your online registration form

The data you collect before an event is key. Knowing who is coming and what their interests are will enable you to organise an event that truly matters to your target audience. So don’t be afraid to ask them questions about their topics of interest, training sessions they want to attend, products they’d like to see, or challenges they are facing. 

Having people sign-up online ahead of time will also make entry into the event far quicker for everyone and keeps your data secure in a post-GDPR world.

Tip: Use a registration system that allows you to import your invitee list and send invitations – this will pre-populate the online form with their details so they can confirm their attendance with a single click.

2.    Send an email confirmation and e-badge

Don’t let your registered visitors forget about you – use an automated system that will fire off a Thank You email and an electronic badge or ticket as soon as they have completed your form. Tell them to bring the email along with them to the event for fast-track entry. 

This is also a great opportunity to send them a schedule of events to add to their diary – particularly useful if you have mandatory training sessions or keynote speakers to highlight. 

3.    Don’t let your attendees forget about you

You have collected a lot of data about your visitors during the registration process – leverage this intelligence to send emails telling them about the exhibitors, training sessions or speakers they can’t miss and they’ll soon view it as a must-attend event.  

Tip: Identify your VIP visitors and really look after them. Tell them that their VIP badge will be waiting for them at the entrance along with a host of other exclusive benefits.

4.    Design and order your name badges

If you want attendees to wear name badges, make them useful. As well as a name, adding their job function, attendee type or company will help your visitors network during the event and enable you to identify certain categories of attendees. If you have space then why not add an event map or workshops schedule on the back. Just remember to leave space for a bar code (if you are scanning people at your event) and check the badge size and artwork deadline with your registration company.

5.    Plan your onsite registration area and staffing 

This is something your registration company should do for you, so meet them at the venue and ask them to run through exactly how it will work on the day because first impressions count and no one wants to find themselves held up in queues when the event opens. 

Consider how many registration desks, staff and badge printers you need and what power or internet connection is needed. For a tech-savvy audience then self-service registration and check-in units are a great idea. 

Why choose EAS Registration? 

We can do all of this for you. Most of our team have backgrounds in the events sector, so whether you need badges printing for 100 delegates or want a full online registration and marketing system for an exhibition hosting 50,000 visitors, we understand the importance of a seamless registration process. 

Our systems have processed more than 22 million registrations, so we're confident we have a solution to suit your event. So if you need to arrange registration for an upcoming project, we’d love to find out more and give you a quick demo of our system to show you how we could help grow your next live event.

Contact us to arrange a demo or contact Nicky Hale.