How Online Registration Platforms Keep Your Conference on Track

You may have previously relied on SurveyMonkey or random Google Sheets for managing your event registrations in the past.

While these tools might seem to get the job (kind of) done, they often lead to significant challenges when it comes to managing event registrations. 

• Duplication of data, incorrect information, and manual errors during and after the registration period frequently result in lost revenue, dissatisfied attendees, and diminished interest in future events.

In this article, we’ll explore how using an online registration platform can help keep your event on track and avoid a potential disaster. Lastly, we’ll cover some of the typical pain points you might encounter during the registration process and how to overcome them.

How Investing in an Online Registration Platform Transformed an Event’s Success

Years ago, we heard about an event team that made the mistake of not investing in an online registration platform. They were struggling with conflicting data from multiple sources, which led to confusion, incorrect attendee details, and a generally frustrating experience. 

Their attendees faced issues with their registrations, from mismatched information on badges to incorrect session bookings. Their event saw a drop in revenue, as some attendees chose not to return the following year. 

Recognizing the need for a change, this team decided to invest in a modern registration platform for the next year’s event.

The new system brought a transformative improvement. It provided a unified platform for managing registrations, reducing errors, and improving data accuracy. 

Their attendees enjoyed a smoother, more efficient registration experience, while the team gained valuable insights and control over registration details.

What Does Investment in Online Registration Get You?

Investing in an online registration platform offers a range of benefits that can significantly improve the planning and execution of your event. 

Here’s a closer look at what you gain from this investment:

Offset Attrition

By keeping a close eye on room bookings and general registration numbers, you get real-time insights into when people are booking their rooms.

This visibility allows you to identify areas where additional marketing efforts might be needed to boost attendance and ensure you reach your target numbers.

Related: Your guide to managing event attrition and group room blocks. 

Enhancing Attendee Experience

A well-designed event website is your first chance to make a great impression.

A visually appealing and informative site not only attracts attendees but also gives them a positive first impression of your event.

Also, think about how easy the registration process is. It’s a great opportunity to keep attendees in the loop about exciting keynote speakers, special events, and more.

Related: How pre-event surveys set the stage for a successful event.

Smooth Registration Process

An intuitive and well-thought-out registration form makes signing up for an event a breeze. 

When the process is simple and user-friendly, attendees are more likely to complete their registration without frustration. 

A well-designed platform can handle special requests, dietary restrictions, and deliver personalized experiences to different groups through the use of conditional logic. 

Events often cater to various attendee types—exhibitors, executives, regular attendees, and guests—so it's important to set up the logic that asks the right questions based on attendee type.

Related: 7 top event registration software and how to maximize their potential.

Tracking Registration Finances

For events with a financial component—such as registration fees, extra meals, activities, or exhibitor/sponsor fees—detailed financial tracking is crucial. 

A good registration platform provides clear and effective reporting to track incoming and outgoing funds, helping you stay on top of your budget and financial planning.

Related: How much do event registration platforms cost? 

Travel Management

An efficient registration system allows you to gather the necessary details for third-party travel agents or automated travel platforms. 

Some advanced platforms even let you grant external individuals read-only access to reports, making it easier for them to book travel as needed.

Capacity Management and Tracking

A reliable registration platform should handle capacity management, providing real-time updates on the number of people registered for each meeting room or venue.

This ensures you know exactly how many spots are available and helps you avoid overcrowding.

By investing in an online registration platform, you not only streamline the registration process but also enhance the overall event experience, improve financial tracking, and effectively manage logistical aspects like travel and capacity.

Typical Registration Pain Points

Even with the best planning and technology, event registration can come with its own set of challenges. 

Here are some common pain points you might encounter:

Timely Registrations

One of the biggest challenges is getting attendees to register on time. 

You often see an initial spike in registrations when the event is first announced. This is followed by a lull, where registrations trickle in sporadically, and then another surge as the registration deadline approaches. 

Managing these fluctuations and encouraging early sign-ups can be a balancing act.

To help you avoid this challenge, read about these effective strategies to build buzz around your conference and encourage early registrations.

Communication Breakdown

Despite your best efforts to provide all the necessary information on the event site or registration form, many people still struggle to slow down and read or understand the details. 

This is a widespread issue across the industry—no matter how clear you make the instructions, some attendees will inevitably have questions or find the information confusing.

To overcome this, consider including a video or online tutorial with step-by-step instructions on how attendees can register for your event, submit questions, etc. 

Find out why an online registration platform is a must for your next corporate event. 

Input Errors

Registration forms are susceptible to input errors. Attendees might not double-check their entries, leading to typos or incorrect information. 

For example, they might accidentally swap details between fields or make other small errors that can cause issues down the line.

An on-site registration team can swiftly resolve these types of errors on the day of the event. They may be able to re-print name badges or manually update this information in the systems.

Check out our article on the 5 reasons why your event needs an in-person registration team.

Technology Hesitancy

No matter how user-friendly you make the registration process, some people still have a fear of using technology. 

Whether due to unfamiliarity or discomfort with digital tools, this group of attendees may struggle with the online registration process, even if it's designed to be simple and intuitive.

In this case, consider offering a phone registration option where attendees can speak directly with a team member who can guide them through the process or complete the registration on their behalf.

Related: Pros and cons of onsite self-check-in vs. face-to-face registration. 

Ready to Plan Your Next Corporate Event?