When planning an event, it’s tempting to keep everything in-house, especially when you’ve got a capable event manager.
But there’s a clear difference between event management and registration/attendee management.
Registration is a specialty skill that requires a dedicated focus, much like how you’d hire a caterer for food or a transportation company for shuttling guests.
In this article, we’ll outline 5 reasons why your corporate event needs to outsource a registration team and how it impacts your attendees' experience.
1. First Impressions Matter
When it comes to corporate events, first impressions are everything, and registration is often the first touchpoint that sets the tone for the entire experience.
The process should be seamless, leaving attendees confident and ready to engage. Clear communication ensures they know what to expect before they arrive, and booking information should be straightforward, encouraging early room block reservations.
When event day comes, the last thing attendees should face after a long journey is a chaotic check-in process. This can quickly sour their mood and affect their perception of the event.
While the registration experience typically starts online, it’s the on-site interaction that leaves a lasting impression.
As attendees step out of their comfort zones and into an unfamiliar environment, your registration team must make that transition as smooth as possible.
Creating a Welcoming Experience for Attendees
A well-managed registration process does more than just hand out badges and swag.
It establishes a critical human connection, ensuring attendees feel welcomed and valued when they arrive.
For those stepping out of their comfort zones, a welcoming team can be the difference between feeling nervous or empowered.
A smooth, efficient check-in can make attendees feel at ease and ready to engage, while a chaotic or frustrating experience can leave them disgruntled, regardless of how well the rest of the event goes.
First impressions matter, and a well-executed registration process is where it all begins.
The Importance of Well-Trained Registration Staff
Properly trained registration staff and adequate resources—like enough kiosks and support—are key to preventing long lines and confusion.
If your registration team is underprepared, it can lead to delays and frustration, negatively impacting your event’s success.
Attendees should leave their check-in experience feeling positive and excited about what’s to come, not frustrated or annoyed.
2. Elevating Customer Service – A Hub for Attendee Support
Registering should be more than just a quick check-in at your corporate event.
You must have a dedicated registration team that serves as a central hub for attendee support throughout your event.
This team handles more than just distributing badges and swag—they’re your go-to resource for any questions and concerns that attendees may have.
Registration as an Ongoing Touchpoint
Think of registration as an ongoing touchpoint during your event. It should be a place where attendees can turn if something goes awry or if they need assistance.
A well-trained, engaging registration team ensures that attendees feel valued and supported.
Having a Personable and Capable Registration Team
Having a team that’s not only skilled but also personable can make a huge difference.
If your registration staff are just going through the motions, you miss out on creating a meaningful experience for your attendees.
Investing in a capable registration team also means considering the importance of time.
As Isadore Sharp, the founder and chairman of the Four Seasons Hotels and Resorts, said "The most precious luxury is time."
By having a team that manages customer service inquiries efficiently—ideally with a service level agreement for quick response times—you ensure that your attendees spend less time waiting and more time enjoying your event.
Related: How to drive early conference registrations.
3. Ensuring Safety and Security at Your Event
One of the roles of a professional registration team is to manage the safety and security of your event. This includes distributing lanyards and badges that grant access to different sessions, some of which may contain sensitive or confidential information.
The registration team you hire must be trained to verify the identities of attendees, ensuring that only those who are invited gain entry.
Corporate espionage is a real threat, especially at large tech or pharma conferences. If badges are issued without proper checks, unauthorized individuals could gain access, leading to significant security risks.
Outsourcing to a dedicated registration team means you have professionals who prioritize security, protecting both your event and the valuable information being shared.
4. You Get What You Pay For
Investing in a high-quality registration team might seem costly upfront, but the benefits far outweigh the expense.
Cutting corners here can lead to a host of issues that negatively impact your event and leave attendees with a poor impression.
Leveraging Data
A well-organized registration process does more than just hand out badges.
With the right team in place, you can gather valuable data and insights throughout the event.
From tracking session attendance to analyzing which breakouts were most popular, a professional registration team can provide analytics that drives future event decisions.
The Foundation of Event Success
The success of your event often hinges on the quality of your registration process.
If it’s not set up correctly from the start, you risk wasting time and resources.
By investing in a specialized team, you ensure that everything runs smoothly, from scanning attendees into sessions to integrating data with your mobile app.
In the end, the value you gain from a well-executed registration experience makes the investment well worth it.
Related: How much do event registration platforms cost?
5. Data Privacy and Compliance
When it comes to corporate events, especially those that are paid, data privacy and compliance are critical.
Your registration team isn’t just managing check-ins; they’re also responsible for handling payments and protecting sensitive attendee information.
Whether processing credit card transactions or managing attendee credentials, you must have a team that’s well-versed in data protection and financial security.
Protect Your Event
Choosing the right registration team from the start is crucial.
You're handing them not just attendee data, but also the financial lifeline of your event.
If mistakes are made, the liability could fall back on you and your company, potentially jeopardizing the entire event.
By outsourcing to a specialized registration team, you ensure that all transactions and data are handled securely, allowing you to focus on delivering a successful event without worrying about compliance issues.
Why Event Registration Should Be Outsourced
Most people expect their event manager to handle registration, but it’s not as simple as just inputting names and contact information.
Managing registration means managing attendees, including their special requests, last-minute changes, and unique situations. It’s more than just checking names off a list—it’s about ensuring everything runs smoothly, from the moment they sign up to the moment they arrive.
Here’s what a dedicated registration team handles:
- Ensuring hotel rooms are filled: Coordinating with hotels to make sure room blocks are met and every attendee has a place to stay.
- Coordinating travel details: Assisting with flight bookings, airport transfers, and other travel-related logistics to ensure a seamless journey.
- Communicating with attendees: Addressing questions, concerns, and any special requests promptly, so everyone feels informed and supported.
- Handling last-minute changes: Whether it’s a change in schedule, an additional guest, or a sudden cancellation, the registration team adapts quickly to keep everything on track.
A well-rounded registration team isn’t just about processing info—they’re the backbone of a great event, making sure every detail is covered and every attendee feels taken care of.
If your event manager is tied up with these details, they’re not focused on the bigger picture—ensuring your event runs smoothly and anticipating the needs of your executives.
When your event manager is bogged down by registration issues—like delayed flights, transportation hiccups, or dietary restrictions—they’re not fully present to oversee the event.
This can lead to missed opportunities to connect with key attendees or address critical aspects of the program.
They’re putting out fires instead of being the host and problem-solver they need to be.
Related: Top 7 event registration software and how to use them.
The Benefits of Outsourcing Registration
Outsourcing registration to specialists not only frees up your event manager to focus on the event itself but also ensures that the process is handled efficiently.
Experts who know the registration system inside and out can streamline data management—everything from room preferences to emergency contact information and dietary needs.
Clean, accurate data means fewer issues down the line and a smoother experience for everyone involved.
Conclusion
Outsourcing registration isn’t just a convenience; it’s a strategic move.
By handing off this specialized task to those who do it best, you allow your event manager to concentrate on what they do best—delivering an exceptional event.
At GoGather, we understand that event planners shouldn’t be burdened with registration. Just like you wouldn’t expect them to cook your burgers, don’t expect them to handle attendee management.
Let the specialists do what they do best so your event can truly shine.
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