You’re organizing a big seminar for your company or business. One of the most important things you need to be aware of is your attendees and how they will commit to attending your event. Typically, planners usually create an online RSVP form or a registration form linked to ticket sales. Since promotions for events are now online, event planners must set up a seamless and efficient registration process. If you’re thinking about how to create a registration link for an event or where to start, this article will help you with the process.
What is a registration link?
First, let’s define what a registration link is and what it is for. A registration link for events is a web address where individuals can sign up to attend an event by providing their information.
The purpose of registration links is to collect attendee information, manage attendee numbers, gather necessary details, and facilitate communication between organizers and participants. Its importance lies in ensuring proper planning, resource allocation, and smooth execution of the event.
Almost all types of events use a registration system like seminars, conferences, workshops, trade shows, social events, networking events, classes, and even fundraising events.
Organizers can often customize registration forms to gather specific information tailored to their event’s needs, such as dietary preferences for catering purposes or session preferences for conference scheduling.
Different Ways to Take Registrations For an Event
Registration Platform
Registration platform, also known as event management software, is the most comprehensive solution for organizing and managing events from start to finish. They can serve as your RSVP website where attendees can easily register for your event, provide the necessary information, select ticket options, and securely complete payment transactions all in one convenient location.
These platforms typically include features such as online registration forms, payment processing, attendee management, communication tools, and reporting/analytics capabilities. By centralizing all aspects of event registration and management in one platform, organizers can save time, reduce administrative tasks, and ensure a more professional and streamlined experience for both themselves and their attendees.
What you need to watch out for is that most registration platforms may charge a per-ticket or registration fee. Consider using Event Smart as an event registration platform for no commission fees per registration with all the features mentioned above.
Google Forms
Google Forms offers a simple and free way to create customizable online registration forms for events. With its user-friendly interface and intuitive design tools, organizers can quickly set up registration forms tailored to their specific needs.
The downside of taking registrations from Google Forms is that while it is free, you are limited by its customization options and features. When you use Google Forms, you can’t integrate payment processing options, or automate your communications, nor send tickets, which are useful features for many events. Plus free usually means trading your time for work.
Social Media
Since events are promoted online, event organizers can choose to use social media platforms to take registrations. For example, an event planner can publish Facebook events, send their invites, and take registrations from there.
When organizers depend their whole registration process on social media, they have limited control over the presentation and visibility of event registration posts on social media platforms. Changes to algorithms or platform policies could affect the reach and effectiveness of event promotion efforts.
Furthermore, you depend on a third-party platform that “owns” your attendee data.
QR Codes
QR codes are a way to get attendee registration linking to either what was mentioned previously. Organizers can generate QR codes linked to registration forms or event websites and place them on promotional materials such as posters, flyers, event affiliates or digital advertisements. Attendees can simply scan the QR code with their smartphone camera to access the registration page instantly.
Email Campaigns
Organizers can create targeted email lists based on demographics, past attendance, or other criteria and send personalized invitations or reminders to encourage registration. Email marketing platforms offer features like automated drip campaigns, A/B testing, and performance tracking to optimize engagement and conversion rates.
Using email to take registrations may be tedious if you don’t integrate it with an event registration system. Manually processing registration emails can be time-consuming and prone to errors, leading to data discrepancies and logistical issues.
Additionally, without automated confirmation emails or reminders, organizers may struggle to keep attendees informed about event details or changes, potentially resulting in confusion or missed attendance opportunities
Customer Relationship Management (CRM)
Another way to take registrations is through Customer Relationship Management (CRM) systems. Usually, a CRM is not used as a standalone tool to take registrations but is used to integrate with registration platforms or email marketing tools.
Organizers can centralize attendee data and track interactions throughout the event lifecycle. This holistic approach enables personalized communication, tailored follow-ups, and targeted marketing efforts to enhance attendee satisfaction and loyalty. With a CRM, organizers can build stronger connections with attendees, leading to increased engagement and repeat attendance for future events.
For instance, organizers can segment attendees based on their preferences or interactions, allowing for highly targeted messaging and promotional campaigns. By harnessing the power of CRM systems, organizers can cultivate stronger relationships with attendees, fostering increased engagement and fostering repeat attendance at future events.
For this article, we will be focusing on taking registrations specifically with the most recommended option – the registration platform.
Key Features of an Event Registration Platform
Payment Processing Security
registration platforms are integrated with a payment processor to make it convenient for planners to collect payments. A reliable online registration platform should implement advanced encryption protocols and adhere to industry standards to safeguard sensitive financial information.
Fees
Online registration platforms may charge a fee for every ticket or transaction you do. Compare the available ticketing platform and choose the most cost-effective one that does the job. With Event Smart, you can have the registration form you need to collect attendee information without having to pay for unnecessary fees.
Customizable
Your registration form is what you will use to understand your attendees. Organizers should look for platforms that offer flexibility in designing registration forms, event pages, and confirmation emails to reflect their branding and messaging. With customizable options, organizers can tailor the registration experience to match the unique needs and preferences of their audience, creating a cohesive and memorable event journey from registration to attendance.
With Event Smart, no coding is required to have a customizable event registration form or landing page.
Flexible Ticketing Types and Options
Consider registration platforms that can offer flexible ticketing types and options to support you in the different types of events you plan to organize. Your registration platform should allow you to set pricing tiers, create promotional codes, and offer add-ons or upgrades to enhance the ticketing experience and maximize revenue potential.
User Friendly
Make your registration process as smooth as possible. Have your event attendees in mind as you customize your online form. An effective event registration platform should feature a clean and intuitive design, with easy navigation and straightforward functionality.
Customer Support
You never know what you might encounter as you gear up for your event. It is so frustrating to feel like you have no one to help you when you face a problem during your registration process. With other registration methods or platforms, you might end up having to waste hours of research or waiting for an answer.
Event Smart provides a dependable customer support system that treats your events with the same care and attention as if they were their own
This next section will give you a more detailed idea of how to create a registration link using a registration platform, specifically the most recommended platform Event Smart.
Step-by-Step Guide on How to Create a Registration Link for An Event
1. Choose your Event Registration Platform
If you already have an event in mind and you’re finally ready to start your registration process, the first step is to look for an event registration platform that suits your needs. Based on the features mentioned above, Event Smart would be the best option for you because of its low and affordable fees with all the features you need.
2. Create an Event Page and Registration Form
Once you have a chosen event registration platform, you can start setting up your account and event page there.
The important elements to include in your event page are the: event title, date and time, location, event description, registration button or link, event image, schedule, FAQs, testimonials or reviews, social share buttons, and links to other additional resources.
With Event Smart, you can easily customize your event landing page to retain your visitors and convert them into event attendees.
3. Customize your Event Registration
Curate your questions carefully to have an effective event registration form. Customize your questions to better understand and serve your attendees. Here are a list of questions you can ask on your event registration form:
- Personal Information: Name, Email, Contact Number, Role/ Position, Company
- Event preference: Session or Schedule selection, Dietary restriction, Type of Tickets
- Payment Information preferred
- Promotional Opportunities: Tick box for newsletters
- Additional Questions or Suggestions regarding the event
4. Share the Event registration Link or Page
Once you have your event registration link or page ready, you can start sharing it to promote your event. Share your registration link across various channels, including email newsletters, social media platforms, event listing websites, and relevant online communities. Encourage your network to share the link with their contacts to expand your reach further.
For Event Smart, there are various integrations you can do like embedding the Ticket Selector on your website, Facebook page, etc.
5. Manage Event Registrations
Give your attendees a smooth event registration process to create a good and lasting first impression. Automate your systems with clear confirmation emails once a ticket is confirmed.
The benefit of using professional event registration is you have centralized registration data to make it convenient for your event organizers.
6. Track Registrations and Analytics
Tracking registrations and analyzing attendee data is essential for measuring the success of an event and making informed decisions for future events. Event Smart can be integrated with Google Analytics which allows organizers to track registration trends, monitor ticket sales, and gain insights into attendee demographics, preferences, and behaviors.
By leveraging registration analytics, organizers can identify patterns, measure ROI, and optimize event marketing strategies to attract and engage attendees effectively. Additionally, tracking registrations in real-time enables organizers to make data-driven decisions, adjust event plans as needed, and ensure a successful event outcome.
7. Conduct Post-event Activities
Keep your relationship with your attendees by sending thoughtful thank-you emails or gifts after your event. Furthermore, creating a post-event report becomes easier because of the centralized data you have with a registration platform like Event Smart.
Sample Online Registration Form Template
Since your online registration form serves as your event RSVP, you need to collect information that can help in your event planning. Here’s a sample registration form template to help give you an idea.
Create a Registration Link for Your Event Now With Event Smart
Do your events easily and confidently by choosing Event Smart as your online RSVP and registration platform. Enjoy all the features you will ever need from an event registration platform like customizable online registration forms, an integrated and secure payment collection system, SEO friendly site, and more.
Start your 14-day free trial for your events now.
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