7 Points to Consider before Choosing the Right Event Registration System

Posted by Manoj Sundi on June 07, 2018

The event registration process is the first contact point with your potential attendees. So, it has the power to dictate their overall expectation and event experience depending on the ease of use and effectiveness. Many a time it could even be the difference between a sign-up or an attendee leaving altogether.

So, a powerful event registration system is a key tech capability for event managers who are driving innovation and delivering enhanced experiences for the attendees.

Obtaining the right information from the attendees goes a long way in delivering an apt and personalised event support service for the attendees. The biggest advantage of an online registration system is that it provides a single point of collection, storage, and access to all crucial attendee data.

The goals of an event registration system are to make the process as simple and efficient as possible for both attendees and the event managers. Tech, especially integrated event apps and online registration systems provide an excellent option for creating such a seamless, highly automated, and hassle free experience.

Here are the 8 crucial factors that you must consider before choosing an attendee registration system for nailing the event experience

1. Integration with other event management systems

Today tech has taken end-to-end event planning, management, and execution into the digital domain. Hence, it is imperative that your event registration system communicates with the rest of your event stack in order to provide a seamless experience for the attendee.

Additionally, an integrated registration system also saves you the hassle of manual import/export of data for CRM and marketing automation systems. Your registration system should also ideally integrate with your event app and your existing email system to eliminate friction in both back-end (for the event managers) and the front-end (attendees).

2. Ease of use for the attendees

A simplified and to the point registration system is the key to getting into the attendeeā€™s good books from the very beginning. So, you should look for a registration system that is intuitive, flexible, and user-friendly. Simple strategies like precise questions, personalised registration paths, simplified logins, drop-down lists, default answers, autofill function, waiting lists etc go a long way in ensuring that you collect all the necessary info with minimal strain on the prospective attendee. Also, test the system in different browsers so that you have the correct assessment about its functionality before going live.

3. Communication and contact management

The aim of a registration system is not to passively collect information but to create a dynamic communication system that creates a personalised experience for the attendees. Equally important is to allow maximum space for automation so that the organising team can take a hands off approach to the CRM processes. So, your registration system should have the capability for sending personalised reminders (SMS and push notifications), follow up emails, newsletters, scheduling messages, event updates etc. along with filters and search options.

4. Tracking and reporting

As event registration is a vital engagement cue, the ability of the registration platform to deliver real-time tracking and analysis becomes crucial. Your online registration system should be able to generate real-time info across various categories of information collected. Additionally, it should also have custom filters that let you combine and organise the attendee info according to the needs of various team members. Equally important is to ensure that such data can be archived or exported and is compatible with the file types that you already use.

5. Payment management

Integration of payments is a crucial functionality for event registration systems. For the event managers, it is highly desirable to have a platform that lets them easily change or update their pricing. It should also allow the attendees to apply discount codes and coupons while registering. Along with the event itself, the option to book and pay for accommodation, travel, or other social activities on the registration platform will make the system irresistible for the attendees.

6. Scope for branding and promotion

Your registration platform should ideally be a white labeled one that allows a high degree of customization in terms of branding, especially on the front-end. The attendees should not feel like they are using a third-party platform but have their interest aroused by the unique look and feel. As the registration page is where attendees seek event details, it is a good idea to have interactive branding and promotion options to maximize their effectiveness. Having convenient social media buttons on the registration platform itself is also an effective way of ensuring that attendees share info about your event on their own networks.

7. Competitive pricing

The price of the event registration software under consideration should justify the quality and quantity of the service it provides. Its capabilities should be judged not only on the basis of what features it offers but also due consideration should be given to what value it adds to the event experience and other management services. The litmus test for any such system would be how much time and money it saves in admin tasks and how simplified the whole process is for the prospective attendee. It is a good idea to check out the pricing model and hidden costs thoroughly before making a decision.

The right event registration platform should have an easy to use front-end and a powerful back-end, and the seamless integration of the information between the two. Choose the apt registration system for your event depending on its features, ease of use, options for customization, and pricing.