Online Registration for Events

Online registration has changed when it comes to signing up for events. With just a few clicks, you can register for events anytime, anywhere, without any hassle. This method makes everything more straightforward for both event organizers and attendees. By using online event registration software, everyone saves time and effort, making the whole experience of participating in events much better and more enjoyable.

Whether it’s a seminar, a sports event, or a community meet-up, using online registration tools makes the process easy and accessible. In this blog post, we simplify the process of online registration for events by using Event Smart as your event registration platform in 2024.

What is electronic event registration (e-registration)?

Electronic event registration (e-registration) refers to the process of signing up for an event through electronic means. This can include not only online registrations but also other electronic means such as kiosks, mobile apps, or manually inputting data before sending it off. It is an early version of the more sophisticated online registration systems today.

What is online registration?

Online registration is a way to sign up for events using websites or mobile apps from any device that’s connected to the internet, like a smartphone or computer. Online registration is much easier and more convenient than older ways of registration.

Paper Registration vs Online Registration Platform

When organizing an event, choosing between paper registration and an online registration platform is an important decision that affects the attendee experience and event organization. Each option offers distinct advantages:

Efficiency: Online registration significantly reduces the time required to process registrations and payments. Unlike paper registration, the online event registration system automates manual data entry tasks, leading to faster and more efficient handling.
Accuracy: Manual entry of information from paper forms can lead to errors. Online registration systems minimize the risk of errors by capturing data directly from participants, ensuring greater accuracy.
Cost-effectiveness: While there may be initial setup costs, online registration platforms often save money in the long run by reducing the need for paper, postage, and administrative labor. Moreover, online systems can handle large volumes of registrations without additional costs.
Security: Online registration platforms are equipped with security measures to protect sensitive information, such as payment details and personal data. Encryption and secure payment gateways ensure that participant data is safe from breaches.
User Experience: With paper registration, attendees fill out forms by hand. It feels personal, but it’s less convenient due to the need to physically submit forms, the potential for errors in handwriting, and delays in confirmation and updates. While online registration is convenient. Attendees can sign up anytime, anywhere with internet access. And can get instant confirmation, real-time updates on the event, and secure payment options.

Benefits of Using Online Registration System for Your Event

“Thank you, Event Smart, for providing us with an economical solution for our Cville2Jtown pilgrimage registration! Your support staff was amazing in getting us up and running and answering our questions in a timely and effective manner. We will use you again in registering folks for our next big event! –Michael Cheuk

Convenience for the Participants

Online registration allows participants to register for events 24/7 from anywhere, using their computers or mobile devices. This flexibility increases participation rates and provides a seamless experience for users.

Reduced Administrative Tasks

An online registration system simplifies event management by automating tasks like data entry, payments, and attendee communication. This reduces the workload on the event planners and organizers and minimizes the chances of making mistakes.

Real-time Data Access and Management

Organizers can access registration data in real time, allowing them to monitor the number of attendees, manage ticket sales, and make informed decisions quickly. This data can also be easily exported and analyzed for further insights.

Enhanced Participant Experience

Online registration systems enhance the way participants interact with your event. They receive instant confirmation emails, and timely reminders, and can easily find all the event details they need. This streamlined process makes their experience smooth and straightforward, removing any unnecessary complications.

Eco-friendly

Shifting to an online registration system reduces the need for printed materials, such as registration forms and brochures. This not only saves trees but also decreases the environmental footprint of your own event business.

Setting up Online Registration with Event Smart

Create an account

To create an account, start by visiting the Event Smart website. If you’re new to event planning, you’ll need to sign up for an account if you haven’t already. During sign-up, you’ll be prompted to provide basic information such as your email address, name, and password. Make sure to choose a username that can be reused without including years in the address.

Get started with a free trial

After you’ve completed the sign-up process for Event Smart, you can start right away with a 14-day free trial to explore all the core features. This trial period gives you ample time to experience Event Smart’s capabilities firsthand and determine how it can support your event planning needs.

When you’re ready, you can decide on the plan that best suits your requirements. There’s no rush to make a decision; the trial is designed to help you make an informed choice.

Update your time zone

Before creating your first event, update your time zone settings in the Event Smart dashboard. Navigate to Settings → General, find the Timezone setting, and select a city or region near you that corresponds to your local time. For instance, if you’re in New York, you would choose “Eastern Time (New York)” from the dropdown menu. Once selected, remember to save your changes by clicking the Save Changes button at the bottom of the page.

Update your country settings

To update your country settings in Event Smart, begin by accessing your dashboard and navigating to General Settings. Click on the Countries tab at the top of the page. Initially, the United States and Canada are pre-selected in the dropdown menu.

If your location differs, follow these steps: for each country (United States and Canada), change the “Country Appears in Dropdown Select Lists” setting to No, then save your changes.

Next, select your own country from the dropdown menu and set the “Country Appears in Dropdown Select Lists” to Yes, followed by saving your updated country details. This ensures that your registration forms accurately reflect your country settings within Event Smart.

Create a venue for your event

To create a venue for your events in Event Smart, navigate to your dashboard and select Venues. Click on the “Add New Venue” button at the top of the page to access the venue editor. Here, you can fill in details such as the venue title and description in the top section, and specify the physical location, and include a Google Map in the lower right area.

Customize these fields as needed, and when you’re ready, publish your venue by clicking the “Publish” button located in the top right corner of the venue editor.

This venue can then be used for multiple events, serving as the designated location for each one.

Create your first event

Upon logging in and selecting your preferred plan, you will be directed to the dashboard. From there, simply click on “Add New Event” to begin entering your event details, including the event name, date, time, location, description, and any other pertinent information. This streamlined process allows you to quickly get started with organizing your event once your account is set up.

Check out the video and remember to toggle fullscreen: https://help.eventsmart.com/article/239-get-started

Set ticket options

In the event creation process, you’ll have the option to set different types of tickets you want to offer for your event, such as general admission, VIP, early bird, etc. Set the price, quantity, and any special conditions for each ticket type according to your event’s requirements.

Set online payment option

Choose your preferred payment collection gateway to accept payments for event registration. Event Smart as your ticketing platform supports various payment gateways like PayPal, Stripe, Authorize.net, and others. Configure the payment settings and ensure that everything is set up correctly.

Preview and test

Before making your event live, it’s essential to preview and test the registration process to ensure everything is working correctly. Register yourself or ask a colleague to go through the registration process to identify any issues or errors.

Customize confirmation emails (optional)

You can personalize confirmation emails with event details, payment information, and any other relevant instructions. Include additional information like speaker bios, and helpful resources to enhance the attendee experience. With Customized Messages, there’s no need to stress about whether a single template will suit all your events. Instead, you can achieve greater control and clarity by designing a unique message template tailored to each specific event.

You can purchase this feature in the bundle plans or as an upgrade with a free account for $10/mo.

Save time and money by reusing your message templates for different events. You can start with an existing template, make necessary modifications, and then save it as a new template for future use.

Promote your event

Once everything is set up with Event Smart, it’s time to promote your event. Share the registration link and event app on your website, social media channels, email newsletters, and any other relevant platforms to attract attendees.

Monitor registration

After you promote your events online, keep track of registrations through QR code tickets and the Event Smart dashboard. Here, you can track attendee details, ticket sales, and various metrics to assess the effectiveness of your event marketing and registration efforts.

Additionally, this tool enables you to stay informed about your revenue and manage event logistics, such as seating arrangements, check-in attendees, and allocation of resources.

Best Practices:

Keep the registration process simple and intuitive to encourage more sign-ups.
Provide clear instructions and guidance throughout the registration process to avoid confusion.
Offer early bird discounts or special promotions to incentivize early registrations.
Post your event on the free events listing sites like Allevents.com and Eventseeker, and take advantage of Event Smart’s built-in promotion and marketing tools, to reach a broader audience.
Invest in paid advertising campaigns on Google, social media platforms, and industry-specific websites to target your ideal audience.
Regularly communicate with registered attendees via email updates or newsletters to keep them engaged.
Utilize Event Smart’s reporting and analytics features to gain insights into attendee demographics, ticket sales, and other relevant metrics.
Optimize your event registration page for mobile devices to accommodate attendees who prefer to register on smartphones or tablets.
For events with walk-in attendees, set up on-site registration options using Event Smart’s mobile-friendly registration forms or check-in apps.
Follow up with people who start the registration process but do not finish.
Follow up with leads and engage with leads regularly.

Common Challenges to Avoid in Online Event Registration

Technical Issues

One of the common challenges in online registration is technical issues with the registration platform. This includes website downtime, slow loading times, or glitches during registration that can cause frustration for potential attendees which may result in lost registration.

Solution: To overcome this, choose a reliable registration platform with a proven track record of uptime and stability. Test the registration process thoroughly to catch any technical problems. Also, prepare a backup plan like alternative registration or communication channels in case of issues.

User Experience Issues

Complex forms, unclear instructions, or confusing navigation can discourage potential attendees from finishing the registration process.

Solution: Make the registration process simpler by using easy forms and clear instructions. Ensure it’s user-friendly at every step to encourage potential attendees to complete their sign-up.

Data Security Breaches

Gathering sensitive information like personal details and payment data triggers worries about data security. This concern arises due to the potential risks associated with unauthorized access, misuse, or exposure of this confidential data.

Solution: To overcome this, select a registration platform that values data security and follows regulations like GDPR or PCI DSS. Ensure that the registration platform has strong security measures like encryption, firewalls, and access controls to safeguard attendee data. Clearly communicate your dedication to data security and privacy to reassure attendees and build trust in your registration process.

Lack of Mobile Optimization

With the increasing use of mobile devices, it’s crucial to ensure that your online registration process is optimized for mobile users. A mobile-friendly registration form and website layout are essential to accommodate attendees who prefer to register using their smartphones or tablets.

Solution: Design a responsive registration form and website layout that adjusts automatically to fit different screen sizes. Test the registration process thoroughly on various mobile devices to ensure it’s user-friendly. Additionally, prioritize simplicity and minimize the need for typing on small screens to enhance the mobile registration experience.

Integration with Other System

If you’re using several tools and platforms for event management, making them work together smoothly can be tough. This involves connecting with CRM systems, email marketing tools, and payment gateways to make the registration process and data management easier.

Solution: Choose event management tools that offer seamless integration with other systems you use. Ensure compatibility between platforms and conduct thorough testing to verify data flow accuracy. Additionally, consider utilizing APIs or third-party integrations to bridge any gaps between systems and streamline processes further.

Handling Changes and Refunds

Managing changes to registrations, such as cancellations or ticket upgrades, can be complex. You’ll need a clear policy in place for handling these situations, as well as a system for processing refunds efficiently.

Solution: Create a straightforward policy for managing registration changes, including deadlines and fees for cancellations or upgrades. Use an automated system to process refunds quickly and reduce manual work. Don’t forget to clearly communicate the refund policy to attendees upfront to avoid misunderstandings. Also, regularly update the policy based on feedback to ensure it remains fair and effective.

Insufficient Customer Support

Offering timely and efficient customer support is vital for resolving any concerns or questions attendees encounter during registration. A dedicated support team or help desk can ensure a positive experience for attendees.

Solution: Establish a responsive customer support system with well-trained staff to handle inquiries effectively. Provide multiple channels for support, such as email, live chat, or phone, to cater to attendee preferences. Implement ticketing systems for tracking and managing inquiries, ensuring timely resolution. Regularly assess feedback and performance to refine and improve the support process.

Why Choose Event Smart as Your Event Registration Platform for 2024

“Garth, Lorenzo, and Event Smart as a whole made my event a very smooth process. They were always quick to respond to any questions I had, and helped me make a very successful site for online registrations. Will definitely be using Event Smart again. –Nick Boles

Extremely User-friendly

Event Smart is known for its intuitive user interface, making it simple for both event organizers and attendees to navigate. From setting up events, customizing registration forms, and managing attendees, Event Smart is a straightforward process that doesn’t require advanced technical skills.

Customization and Flexibility

Event Smart offers robust customization and flexibility, empowering organizers to personalize event registration forms and ticketing options as needed. Whether you want to collect extra details from attendees or provide various event ticketing types, Event Smart can adapt to your requirements seamlessly.

Cost-effective

With various pricing plans, including a free option, Event Smart offers a cost-effective solution for events of all sizes. This flexibility in pricing ensures that you can find a plan that fits your budget without sacrificing your wallet.

No Additional Fees

Unlike other platforms, Event Smart does not charge per-ticket fees, which can significantly reduce overall costs for high-volume events. This makes it a more economical choice for organizers looking to maximize their revenue.

Comprehensive Features

Event Smart provides many useful features for free events like automated emails, calendar sync, discount codes, and attendee management tools. These tools make event registration easier for organizers and participants alike.

Security and Reliability

Security is a top priority for Event Smart. The platform ensures that all transactions and data are securely processed, providing peace of mind for both organizers and attendees. Additionally, the event management platform is reliable and capable of handling large-scale events without performance issues.

Support and Resources

Event Smart offers robust customer support, including access to a knowledgeable support team and a comprehensive knowledge base. This ensures that any issues or questions can be promptly addressed, allowing organizers to focus on the success of their event.

Integrations

Event Smart seamlessly integrates with various other tools and platforms, such as payment gateways, email marketing services, and CRM systems. This integration capability helps streamline event management software operations and ensures a cohesive workflow.

Scalability

Whether you’re organizing a small local event or a large-scale international conference, Event Smart can meet your needs. The platform’s infrastructure supports multiple events, of all sizes, ensuring that it grows with your requirements.

Global Reach

Event Smart supports multiple languages and currencies, making it an ideal choice for events with an international audience. This global reach ensures that you can cater to attendees from different regions without hassle.

Future Trends in Online Event Registration

Integration with Virtual and Hybrid Events

As virtual and hybrid events become more common, event registration tools and platforms need to work well with virtual event tools. Bizzabo reports that 80.2% of event organizers have successfully reached a broader audience through virtual events, and 40.6% of attendees stated that hybrid events are their preferred format.

To meet different needs, it’s important to offer flexible registration options. This includes having different ticket types for in-person, online, and hybrid events, making it simple for everyone to join in the way that suits them best.

Advanced-Data Analytics

Event registration platforms will use advanced data analytics to give organizers better insights into attendee behavior, preferences, and engagement. For instance, a recent study states that the use of data analytics will lead to a 20% increase in attendee numbers on average.

Using predictive analytics, organizers can forecast attendance, spot potential drop-off points in the registration process, and improve marketing strategies to sell tickets and boost event turnout.

Furthermore, integrating with customer relationship management (CRM) systems allows for the tracking of attendee interactions across various channels. This integration supports more targeted and personalized communication.

Mobile-First and App-Based Registrations

With the increase in mobile device usage, event registrations are becoming more optimized for mobile platforms. A dedicated mobile event app can enhance the user experience by offering seamless registration, updates, networking opportunities, and interactive features.

General Blockchain Adoption and Security

Blockchain technology can ensure secure and transparent transactions, reducing the risk of fraud. A study by IBM found that the average cost of a data breach is $3.86 million up to $4.24 million. Implementing blockchain can significantly reduce the risk of such breaches due to its decentralized and immutable nature.

Biometric Authentication

Biometric technologies, such as facial recognition and fingerprint scanning, can streamline the check-in process, enhance security, and personalize the attendee experience. According to the latest study by Statista, biometrics is the most preferred security authentication method.

Also, these technologies offer a range of benefits that make them increasingly popular. Juniper Research predicts that biometrically authenticated remote mobile payments will skyrocket from $332 billion in 2022 to $1.2 trillion by 2027.

Sustainability and Eco-Friendly Practices

In 2024, digital registrations reduce the need for paper and physical materials. Future trends will likely emphasize sustainability, with eco-friendly practices being integrated into the best event registration platform and overall event management process.

Conclusion

Embracing online registrations for your events with Event Smart not only simplifies the sign-up process but also enhances the overall experience for both organizers and attendees. Whether you are planning a seminar, sports event, or community meet-up in 2024, Event Smart will be able to help you with ease and satisfaction.

Don’t wait to transform your event planning process, choose the right plan for your needs on Event Smart, and take the first step towards a more efficient, enjoyable, and eco-friendly event experience.

Start your 14-day trial now and discover how easy and rewarding event registrations can be.